Administrative Assistant Job at Abacus Service Corporation in Arlington

Department:
Administration

Requestor Job Tittle
Administrative Assistant

Proposal start date
08/18/25
Anticipated end date
09/12/25

Type of Request:
Temporary Employee

Category of Position
Administrative/Clerical

Title of Position
Admin Assistant - We are in need of a temporary person to assist with scanning and digitizing files in the EDO storage room.

Number of Staff Needed?
1

Full or Pant Time
Full Time

Title:	Administrative Assistant	Grade	03
EEO Category:	Office & Clerical	Date Created	6/1/2014
FLSA:	Non-Exempt	Date Updated	Click or tap to enter a date.

BRIEF DESCRIPTION:
The purpose of this position is to provide advanced administrative and clerical support to a respective department, managerial staff and/or director. This is accomplished by providing customer service to the agency membership, public and staff; processing information; organizing committee, public, and staff meeting activities; coordinating travel arrangements; implementing records management services; and coordinating special events. Other duties may include coordinating work assignments of others and serving as a departmental representative.
ESSENTIAL FUNCTIONS:
Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Additionally, please be aware of the legend below when referring to the physical demands of each essential function.

(S) Sedentary	(L) Light	(M) Medium	(H) Heavy	(V) Very Heavy
Exerting up to	Exerting up to 20	Exerting 20-50	Exerting 50-	Exerting over
10 lbs.	lbs. occasionally;	lbs.	100 lbs.	100 lbs.
occasionally or	10 lbs. frequently;	occasionally;	occasionally;	occasionally; 50-
negligible	or negligible	10-25 lbs.	10-25 lbs.	100 lbs.
weights	amounts	frequently; or	frequently; or	frequently; or up
frequently;	constantly; OR	up to 10 lbs.	up to 10-20 lbs.	to 20-50 lbs.
sitting most of	requires walking	constantly.	constantly.	constantly.
the time.	or standing to a
significant degree.

#	Code	Essential Functions
1	M	Provides customer service to the agency membership, the public and staff by greeting visitors, answering telephone calls, fielding questions; taking and forwarding messages; gathering information in order to direct requests to appropriate individuals; maintaining staff and/or departmental calendars; ordering, maintaining, and distributing departmental supplies; providing back-up support to other administrative staff; and developing and maintaining communication with managerial staff, executive staff, and outside agencies.
2	S	Processes information by utilizing word processing, presentation, scheduling, database, spreadsheet, publishing and web software; opening and distributing mail; collecting and summarizing data; designing and maintaining databases;

researching records; composing, proofreading, editing, formatting, copying, faxing, scanning, assembling, and/or distributing various documents and correspondence; updating and maintaining manuals; preparing and distributing confidential and sensitive documents; creating newsletters, press releases, brochures and graphics; and formatting and posting items on the agency Internet and Intranet.
3	L	Organizes committee, public, and staff meeting activities by maintaining committee and board memberships and contact information; tracking and reporting member attendance to applicable entities; arranging meeting schedules; assisting in development of agendas, coordinating mail-outs, creating visual presentations, attending meetings as required; recording and documenting proceedings of meetings by taking, transcribing, and summarizing minutes; reserving meeting rooms, outside facilities, and audio/visual equipment as appropriate; may include set up and restoration of meeting rooms; posting public meeting notices as required; coordinating refreshments and meals which may include collecting funds, providing receipts, and reconciling accounts.
4	S	Coordinates travel arrangements by communicating with an individual(s) on specific needs; following established federal, state, or agency and/or third party regulations with regard to per diem allowances and expenditures; reserving airline flights, hotel accommodations and ground transportation; preparing itineraries; registering individual(s) for events; preparing various forms and correspondence for travel approvals, payments, and staff reimbursements; reconciling expenditures and drafting documentation as needed for clarification of expenses.
5	S	Implements records management services by following and interpreting identified guidelines; maintaining paper and electronic files for easy access and retrieval; advising staff on the appropriate labeling of documents, as well as storage and destruction procedures; and providing other services as needed.
6	S	Coordinates special events by locating venues; securing accommodations and equipment; interfacing with vendors, facility staff and/or presenters; monitoring attendee registration and check-in; issuing certificates of completion; providing and summarizing evaluation forms; and invoicing attendees and/or collecting payments.
7	S	May coordinate work assignments of others by providing training; monitoring and overseeing work products; prioritizing workloads; and interpreting regulations, policies, and procedures.
8	L	Serves as a departmental representative by attending conferences, public meetings, special and/or outreach events, and other NCTCOG functions; assisting with set up of display booths and/or materials at meetings and events, and responding to general inquiries from attendees on departmental programs and activities.

JOB REQUIREMENTS:

-Description of Minimum Job Requirements-

Formal Education/ Knowledge

Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency.
Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

Experience

Over one year up to and including three years.

Certification and Other Requirements

Valid state Driver's License

Reading

Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Math

Intermediate Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Writing

Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such
education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Managerial

Receives Direction: Work adheres to specific procedures, but employee determines priorities and organizes work. The employee normally performs the assignment after receiving general instructions as to methods, procedures and desired end results. There is some opportunity for discretion when making decisions among a few easily identifiable choices. The assignment is usually reviewed upon completion for approval.

Budget/Financial Responsibility

Does not have any budget responsibility.

Organizational Control

Work requires the occasional direction of helpers, assistant seasonal employees, interns or temporary employees.

Complexity

Work requires analysis and judgment in accomplishing diversified duties. Requires the exercise of independent thinking within the limits of policies, standards, and precedents.

Interpersonal/
Human Relations Skills

Work requires regular contact with individuals and may require providing advice to others on specific issues and/or general policies. Contacts may require the consideration of different

points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Technical Skills

Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision- making abilities appropriate to the work environment of the Agency. Affects accuracy of multiple projects.

OVERALL PHYSICAL STRENGTH DEMANDS:

-Physical strength for this position is indicated below with "X -
Sedentary	Light X	Medium	Heavy	Very Heavy
Exerting up to	Exerting up to 20	Exerting 20-50	Exerting 50-	Exerting over 100
10 lbs.	lbs. occasionally,	lbs.	100 lbs.	lbs. occasionally,
occasionally or	10 lbs. frequently,	occasionally,	occasionally,	50-100 lbs.
negligible	or negligible	10-25 lbs.	10-25 lbs.	frequently, or up
weights	amounts	frequently, or	frequently, or	to 20-50 lbs.
frequently;	constantly OR	up to 10 lbs.	up to 10-20 lbs.	constantly.
sitting most of	requires walking	constantly.	constantly.
the time.	or standing to a
significant degree.

PHYSICAL DEMANDS:

C	F	O	R	N
Continuously	Frequently	Occasionally	Rarely	Never
2/3 or more of	From 1/3 to 2/3	Up to 1/3 of	Less than 1	Never occurs.
the time.	of the time.	the time .	hour per week.

Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation .

-Physical Demand-	-Frequency-
Standing	F	At office equipment or to file
Sitting	C	Answering telephones, and deskwork
Walking	F	Delivering mail, retrieving copies from printer, and visiting other offices
Lifting	F	Files, supplies, equipment
Carrying	F	Files, supplies, equipment, mail
Pushing/Pulling	O	Files, supplies, equipment
Reaching	F	For telephone, calculator, and files, items on high shelf
Handling	C	Paperwork, telephone, computer, and calculator
Fine Dexterity	C	Computer, telephone use, and calculator
Kneeling	R	Retrieving items from lower shelves
Crouching	R	Retrieving items from lower shelves
Crawling	N
Bending	R	Retrieving items from lower shelves

Twisting	R	Retrieving items from lower shelves
Climbing	R	Stairs
Balancing	R	On step ladder
Vision	C	Reading and computer use
Hearing	C	Communicating with co-workers and on telephone
Talking	C	Communicating with co-workers and on telephone
Foot Controls	R	Driving
Other (specified if applicable)

MACHINES, TOOLS, EQUIPMENT, SOFTWARE, AND HARDWARE:
Copier, 10-key Machine, fax machine, letter folding machine, multi-line telephone, tape recorder, transcriber, paper shredder, calculator, computer, printer and related software

-Primary Work Location-
Office Environment	X	Other	N/A

PROTECTIVE EQUIPMENT REQUIRED:
None
NON-PHYSICAL DEMANDS:

C	F	O	R	N
Continuously	Frequently	Occasionally	Rarely	Never
2/3 or more of the time	From 1/3 to 2/3	Up to 1/3 of	Less than 1	Never occurs
of the time	the time	hour per week

-Frequency-

Time Pressure

F

Emergency Situation

R

Frequent Change of Tasks

F

Irregular Work Schedule/Overtime

O

Performing Multiple Tasks Simultaneously

F

Working Closely with Others as Part of a Team

F

Tedious or Exacting Work

C

Noisy/Distracting Environment

O

Other (see below)