Administrative Assistant Job at Armada LTD in Des Moines

CONTINGENT UPON AWARD Duties & Responsibilities Administrative Assistants compose, type, and enter information into the computer. Administrative Assistants prepare correspondence, documents, mailing labels, and copy data from one record to another and file records accordingly. The Administrative Assistant will receive, sort, distribute mail, separate documents, number forms, and photocopy documents using a photocopier. Prepare outgoing mail for delivery, including overnight‑express services and use of online express mail services. Perform general clerical duties related to meetings and teleconferences, including but not limited to: Scheduling and setting up of conference rooms Arranging and disseminating information regarding teleconferences Attending meetings as requested Preparing and distributing agendas Taking minutes/notes on meeting activities Distributing minutes to appropriate personnel Coordinating and distributing interoffice communications Assist in the inventory, maintenance, purchase and dissemination of routine materials Collect and disseminate Government Owned Vehicle mileage and maintenance information on a monthly basis or as required. Maintain shared computer drive file folders for completed Facility Security Assessments (FSA), completed FSA databases, and Facility Security Committee. Assemble and disseminate routine reporting. Act as liaison between FPS field personnel and DHS help desk services in support of IT, telephone and other services (initiation, follow‑up, resolution and close‑out of tickets or requests). Track assigned 3155 case control numbers issued from the FPS Mega Center ensuring all reports have been completed. As required, provide assistance in support of the FPS Security Management Branch, Law Enforcement Security, Countermeasures, and Protective Security Officer program in areas the organization’s facility portfolio, spreadsheets, protective security officer inspection reports, and spreadsheet/database management. Administrative Assistants monitor HQ assigned tasking suspense, including: Receive and collect suspense responses from District Commanders and Branch Chiefs. Prepare suspense correspondence, reports, graphs and charts. Perform research. Assist Regional Federal Freedom of Information Act representative in receiving, tracking and proper distribution of FOIA requests. Maintain training calendar and conference room scheduling. Maintain, issue, and control facility keys. Make travel arrangements or work with travel agencies to coordinate transportation and accommodations and/or off‑site meetings. Perform timekeeping and Human Resources administrative functions and tasks. Other duties as assigned. Knowledge, Skills, and Abilities (KSAs) Demonstrate proficiency in Microsoft Windows‑based computer software and be familiar with basic computer programs to include Microsoft Office Suite. Accurate spelling, typing and attention to detail are necessary. Must have ability to compile and organize reports. Use conventional office equipment and associated supplies provided by the Government (desk, filing cabinets, telephone, facsimile, PC computer system, intercom system, photocopier, paper, pens, pencils, staples, etc.). Ability to communicate effectively, both orally and in writing. Resourcefulness and the ability to function in a fast‑paced environment. Maintains professionalism and possesses the ability to interact effectively with others. Ability to meet planned and unplanned deadlines in a timely manner. Physical requirements are primarily sedentary, working while seated; however, the individual(s) may periodically be required to bend, lift and deposit documents, files and small quantities of office supplies (paper, etc.) in the routine course of daily duties. Minimum/General Experience 5 years of administrative assistant experience. High School Diploma, or equivalent. Disclaimer The above information has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the contractor assigned to this position. Applying: If you feel you have the knowledge, skills and abilities for this position visit our careers page at www.armadausa.com. Special Notes Relocation is not available for these jobs. EEO Statement ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non‑discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Background Check & Drug Testing Must be able to successfully pass a background check, and pre‑employment drug testing. Job offers are contingent upon results of background check and drug testing. #J-18808-Ljbffr