Job Description

Administrative Assistant

Tuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC.

Responsibilities:

• Receives incoming telephone calls and directs them to the appropriate staff members.
• Provides necessary background or informational material the principal may wish to refer.
• Arranges for coverage to receive calls in his/her absence.
• Maintains the schedule for Principals through arranging, referring to other officials, or rescheduling appointments as necessary.
• Handles all requests for meetings and appointments and outlines background data.
• Arranges oral briefings by appropriate officers; and discusses with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information.
• Arranges meetings and manages calendars for Principals, employees within the offices to include desk officers and interns, through Microsoft Outlook calendaring or Microsoft Teams.
• Tracks and makes various social arrangements and obligations for office.
• Monitors uncleared staff in the suite within line of sight in compliance with Department policy and Diplomatic Security requirements.
• Facilitates pre-clearance for outside visitors and escorts through Diplomatic Security's Visit Access Control System Domestic (VACS-D).
• Assists with escorting visitors from the Department's visitor center to respective offices.
• Coordinates and prepares briefing materials and issue papers for offices.
• Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action.
• Composes replies for his/her own signature when appropriate.
• Exercises judgment in presenting material to Principal that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff.
• Processes/reviews all incoming and outgoing letters, memoranda, and related correspondence.
• Prepares reports, memos, and other forms of written communication.
• Composes and edits letters, reports, and general office memos for publication/distribution on behalf of Principal, ensuring that all conform to style and format guidelines established by the Department through One Paper/Drafters Corner.
• Makes careful and exhaustive searches for information difficult to obtain, such as utilizing the Department's intranet, Diplopedia and SharePoint.
• Compiles data and makes preliminary analyses.
• Makes and transcribes notes taken during meetings as required.
• Updates program office SharePoint Bureau page, office directory's, organizational directories and internal staffing patterns as needed.
• Coordinates with the Domestic Management Services Office within WHA to prepare work orders for services/office supplies as needed through the Bureaus internal work order system.
• In the absence of the principal, maintains a file of correspondence and events of which he/she should know about and upon their return and bring such matters to their attention.
• Prepares documents and memos to request diplomatic passports for staff members.
• Obtains Visas for travelers in a timely manner, either through the Passport Office or local embassies.
• Travels to local embassies and consulates when needed to pick up Visas.
• Manages travel arrangements for office employees for domestic and overseas trips through the Departments E2 Solutions.
• Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepares vouchers.
• Drafts/prepares travel authorizations on behalf of government supervisor or staff member who is traveling.
• Prepares travel authorizations for staff member as requested based on information provided by traveler.
• Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs etc.; prepares travel authorization requests. Upon completion of trip assists traveler in preparing electronic travel voucher.
• Follows up with traveler to ensure all expense documents have been submitted and on time (i.e., within 7-14 days).
• Manages time and attendance for respective offices into the Departments electronic filing system (WEB TATEL).
• Provides certification reports to Director and/or responsible officer. Will be required to cover for other offices as needed.
• Provides logistical support, as needed for conferences, meetings, and for office members transferring in and out of the bureau.
• Reserves meeting rooms through the Departments Reserve! T, and other platforms established in the Department.
• Independently tracks and follows-up on all requests until goals are completed. Notify government manager of any problems that may arise in a timely manner.
• Serves as a proxy in the Global Employee Management System (GEMS).
• Transcribes in (GEMS) performance appraisals for Foreign Service and Civil Servants as given and directed by Government manager.
• Retrieves respective offices mail from the Executive Office (3262) or the mailroom in HST B524 on a weekly basis.
• Serves as the records liaison for the office and make recommendations for maintaining archives according to the Records Disposition Schedule (RDS).
• Coordinates with the Bureau Records Coordinator on the file retirements that comply with the RDS.
• Attends allowable training in records management and provides updates to the office.

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