Administrative Assistant Job at Akima, LLC in Washington

Overview

Tuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC. To join our team of outstanding professionals, apply today!

Responsibilities

• Receive incoming telephone calls and direct them to the appropriate staff members. Provide necessary background or informational material the principal may wish to refer. Arrange for coverage to receive calls in his/her absence.
• Maintain the schedule for Principals by arranging, referring to other officials, or rescheduling appointments as necessary.
• Handle all requests for meetings and appointments and outline background data. Arrange oral briefings by appropriate officers; discuss with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information.
• Arrange meetings and manage calendars for Principals, employees within the offices to include desk officers and interns, through Microsoft Outlook calendaring or Microsoft Teams. Track and arrange various social obligations for the office.
• Monitor uncleared staff in the suite in compliance with Department policy and Diplomatic Security requirements.
• Facilitate pre-clearance for outside visitors and escorts through Diplomatic Security’s Visit Access Control System Domestic (VACS-D).
• Assist with escorting visitors from the Department’s visitor center to respective offices.
• Coordinate and prepare briefing materials and issue papers for offices.
• Review all incoming correspondence and forward it with necessary information or instructions to the appropriate offices for action.
• Compose replies for his/her own signature when appropriate.
• Exercise judgment in presenting material to the Principal that has special interest or requires confidential consideration and is not reviewed by any member of the immediate staff.
• Process/review all incoming and outgoing letters, memoranda, and related correspondence. Prepare reports, memos, and other forms of written communication. Compose and edit letters, reports, and general office memos for publication/distribution on behalf of the Principal, ensuring alignment with style and format guidelines established by the Department.
• As requested, or on own initiative, perform information searches using the Department’s intranet, Diplopedia and SharePoint. Compile data and perform preliminary analyses.
• Make and transcribe notes taken during meetings as required.
• Update program office SharePoint Bureau page, office directories, organizational directories and internal staffing patterns as needed.
• Coordinate with the Domestic Management Services Office within WHA to prepare work orders for services/office supplies through the Bureau’s internal work order system.
• In the absence of the principal, maintain a file of correspondence and events to brief upon return.
• Prepare documents and memos to request diplomatic passports for staff members. Obtain visas for travelers in a timely manner, either through the Passport Office or local embassies. Travel to local embassies and consulates when needed to pick up visas.
• Manage travel arrangements for office employees for domestic and overseas trips through the Department’s E2 Solutions. Arrangements include scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepare vouchers.
• Draft/prepare travel authorizations on behalf of government supervisor or staff member who is traveling.
• Prepare travel authorizations for staff members as requested based on information provided by traveler.
• Prepare trip itineraries, obtain travel expense estimates (MI & E costs, taxi, hotel costs, etc.), and prepare travel authorization requests.
• Upon completion of trip, assist traveler in preparing electronic travel vouchers.
• Follow up with travelers to ensure all expense documents have been submitted and on time (e.g., within 7-14 days).
• Manage time and attendance for respective offices in the Department’s electronic filing system (WEBTATEL). Provide certification reports to Director and/or responsible officer.
• Will be required to cover for other offices as needed.
• Provide logistical support as needed for conferences, meetings, and for office members transferring in and out of the bureau.
• Reserve meeting rooms through the Department’s Reserve! T and other platforms established by the Department.
• Independently track and follow up on all requests until goals are completed. Notify the government manager of any problems that may arise in a timely manner.
• Serve as a proxy in the Global Employee Management System (GEMS). Transcribe in GEMS performance appraisals for Foreign Service and Civil Servants as directed by the government manager.
• Retrieve respective offices’ mail from the Executive Office or mailroom on a weekly basis.
• Serve as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS).
• Coordinate with the Bureau Records Coordinator on the retirements file that complies with the RDS.
• Attend allowable training in records management and provide updates to the office.

Qualifications

• Two-year or four-year degree from an accredited college or university, or minimum of 5 years of relevant work experience.
• Excellent communication skills.
• Fluent in Spanish, Portuguese, or French.
• Must display excellent writing skills (provide writing sample to COR).
• Proficient in Microsoft Office Suite software (Outlook, Word, Excel, Teams, 365, etc.). Able to edit text documents and create templates; capable in utilizing spreadsheets and formulas in Excel.
• Excellent skills in written English and comprehension.
• Must be proactive and work independently.
• Must follow up on requests in a timely manner.
• Demonstrate experience supporting multiple clients in a fast-paced environment. Must be easily adaptable to change.
• Active Secret clearance.

Job Details

Job ID: 2025-19988

Work Type: On-Site

Pay Range: $39.29 - $44.29

Health & Welfare: $4.23

Benefits: SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick leave offered will be as defined under the DOL\'s Wage Determination.

Company Description

Work Where it Matters

Tuvli, an Akima company, is not just another federal IT contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At Tuvli, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders, Tuvli provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

For our government customers, Tuvli ensures that solutions are strictly aligned with agency processes and desired program outcomes while delivering the best value for technology investments.

As a Tuvli employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.