Sr. Administrative Assistant

9/12/16
CGI (www.cgi.com/usfederal)
Other

/yr

  Full Time   Employee   Contractor


Washington

Sr. Administrative Assistant

Position Description
CGI Federal is currently searching for a Management Analyst to support our Department of Justice client, Office on Violence Against Women. Your future duties and responsibilities
The Management Analyst supports the Executive Officer and the Administration Division. The incumbent is the contact for anyone phoning or visiting the Executive Officer and must represent the office positively and in a culturally appropriate way.

Assist Executive Officer

? Office manager for the Executive Officer; determine when new procedures should be implemented, collaborate approval and implement alternative solutions to ensure a productive work environment with minimal errors/flaws.
? Revise or clarify administrative procedures to eliminate conflict or duplication. Identify and resolve various problems that affect the orderly flow of work transactions with both internal and external parties.
? Employ process improvement techniques to maintain expert skills to manipulate Microsoft software programs; e.g., Word, Excel, and PowerPoint. Expert in the maintenance of an organized filing system and finalizing correspondence, statistical and managerial reports. Ensure proper notifications and updates are disseminated to staff.
? Inform executive management and other senior management with status updates as directed by the Executive Officer regarding FTE allocations and funding levels. Provide Excel Spreadsheets or Microsoft Word charts that depict the latest information/updates from the department.
? Serves as the Lead SharePoint Coordinator responsible for adding/removing new employees; hyperlinks, updates, and troubleshooting.
? Maintains Executive Officer appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Schedules meetings with internal and external stakeholders in coordination with Director?s and Principal Deputy Director?s Confidential Assistant, and other members of the Organizational Management and Senior Management Teams. Coordinates routine meetings between the Executive Officer and the Administration Division, staff and management, including booking conference rooms, reserving conference lines, drafting meeting agendas, and taking and disseminating meeting notes.

? Maintain Executive Officer?s Data Call Tracker to ensure timely completion of data calls for the Administration Division.
? Tracks and logs incoming signature items and provides timely signing and routing for additional signatures.
? Ensures the front desk is operating smoothing and adequately covered. Any complaints or problems are brought to the attention of the government Senior Manager.

Other Duties and Responsibilities
? Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, forms and graphics.
? Reads, researches, and routes correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications.
? Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
? Screen calls and voicemails.
? Liaisons with JMD offices on various administrative areas, such as human resources, facilities, records management, etc., on behalf of the Administration Division.
? Composes correspondence and emails for routine correspondence.
? Manages the Administration Division?s file plan and coordinates archival schedule. Controls the chronological filing system.
? Serves as a liaison within OVW and coordinates logistics for various meetings, conferences, round tables, etc.
? Coordinates onboarding and exiting of staff, interns and contractors.
? Updates and manages various email distributions and office listings.
? Using E2 administers the staff?s travel including air, hotel, and car rental reservations, travel authorizations, and expense reports. Compares expenditures and statements, and tracks through reimbursement.
? Manages the staff?s local travel expenses, reporting, and records through reimbursement.
? Assembles all background information for reports, meetings, and conferences.
? Reviews all incoming documents and outgoing memoranda for proper form, accuracy, and compliance with special instructions.
? Performs special assignments and projects, making recommendations and resolving complex issues.
? Monitors the Administration Division?s Request email box.
? Serves as OVW webTA point of contact and assist staff with webTA access and issues.
? Utilizes office automation software to: develop applications to use databases and spreadsheet; generate statistical reports and other information from office files and related sources, and create presentations in PowerPoint based on information and data supplied.
Required qualifications to be successful in this role
Demonstrated problem solving, organizational and time management skills.
? Excellent computer skills with knowledge of the Microsoft Office package of tools, Outlook and capacity to navigate the internet for work.
? Evidence of superb written and oral communication skills.
? Demonstrated experience supporting a senior staff member.
? No less than ten (10) years of experience.
? Experience in a federal government agency, community-based organization, or customer service setting.
? Proven ability to plan and coordinate projects and work schedules to use efficiently work-related resources and information by Government and departmental policies, procedures, and guidelines.
? Sound research and analytical skills, including the ability to identify problems and formulate solutions; appropriate to current OVW policy and communication strategies.
? Proven ability to work both independently and as a member of the Administration Division?s team under broad guidelines; identify performance outcomes, and meet deadlines, often in competing priorities and expectations.
? Highly effective personal and interpersonal skills, which foster trust, cooperation, and support of others.
? Proven ability to cope with and perform effectively in a demanding environment, giving close attention to detail and accuracy, while meeting tight deadlines.
? Proven ability to communicate and concisely in writing and verbally and possess a high standard of grammar, punctuation, and spelling.
? Demonstrated ability to recognize and deal with sensitive issues with tact and diplomacy and maintain complete confidentiality.
? Experience in handling inquiries under a variety of conditions in a helpful, responsive and positive manner.

Required Proficiencies: Detail oriented, highly organized, ability to multi-task, reliable, self-starter, effective communicator, negotiator, comfortable working independently, expert level in Microsoft Office (Outlook, Word, Excel, Access, PowerPoint).

Position Hours: 8:00 am to 4:30 pm Monday to Friday.
At CGI, we?re a team of builders. We call our employees members because all who join CGI are building their own company - one that has grown to 65,000 professionals located in 40 countries. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients succeed. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients - and for our members. Come grow with us. Learn more at www.cgi.com.

This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.

We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted.

No unsolicited agency referrals please.

All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary depending upon specific assignment, or upon any US government security clearance if required. Qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, gender Identity, sexual orientation, national origin, age, disability, veteran status, pregnancy, or other status protected by law. CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI?s legal duty to furnish information.

  • Administrative Support

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