Administrative Assistant (HHS-PSC)
The Administrative Assistant performs administrative duties in support of the U. S. Department of Health & Human Services (HHS) Program Support Center (PSC) regional operations. This position performs a variety of routine and non-routine administrative tasks, which may include special projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions.
Performs a wide variety of clerical and administrative program activities in support of the regional Program Support Center.
Personal Security and HSPD-12 Badging:
Performs a variety of activities related to Homeland Security Presidential Directive 12 (HSPD-12). Performs issuance, enrollment and lifecycle manager services such as fingerprinting, taking photos, verifying identity, etc. Tracks and enters the information in the system(s).
Assists regional customers with status checks of HSPD-12 badges.
Schedules and confirms appointments.
Processes new certificates and re-certifications.
Processes HHS HSPD-12 cards.
Ensures badging equipment is working appropriately, and escalates any issues or concerns.
Ensures forms and paperwork are properly completed and processed weekly with the HHS Office of Security and Strategic Information (OSSI). Maintains HSPD-12 transmittal document for logging forms and paperwork sent to OSSI with UPS tracking numbers. Serves as a liaison with the OSSI concerning any issues (i.e., misuse, loss or theft of HSPD-12 badges or paperwork).
Assists as a backup to the Regional Facilities Manager (RFM). Prepares weekly reports, and posts to HHS portal.
Assists RFM with annual HHS inventory for the PSC Regional Support Staff office. Processes required paperwork related to property disposal and excess property.
Facilitates meetings with Operating Divisions (OPDIV) and Staff Divisions (STAFFDIV) to review the Annual Property Inventory. Assists with Annual Property Inventory by providing appropriate forms and preparing / reviewing HHS and GSA paperwork. Assists with property disposition processes by facilitating signed OPDIV and STAFFDIV property disposition paperwork and accessing GSAXcess.
Conference Room Support Responsibilities:
Works closely with RFM and PSC personnel to provide scheduling, oversight and management of PSC conference rooms, HHS Joint Use conference rooms, and related equipment.
Maintains the PSC conference rooms, and coordinates the maintenance of conference room equipment (i.e., projector, VCR, television, chairs, VTC, Polycom units, tables, podium, etc.).
Administrative Assistance and Mailroom Support:
Conducts all mailroom duties and responsibilities. Resolves mailroom and machine problems / issues. Ensures mailroom is secure at all times.
Sorts and delivers all incoming and outgoing mail. Distributes and dispatches all interoffice mail to destination offices.
Gathers, prepares, and maintains a record of accountable mail for all outgoing mail in accordance with local directive and schedule. Keeps a record of corresponding mail metering activities.
Utilizes Pitney Bowes mail system and metering software to meter all outgoing mail. Notifies Departmental Mail Manager when additional funds are needed; adds meter funds after approval from Departmental Mail Manager.
Accepts, logs and delivers UPS and FedEx packages.
Participates in annual Postal Inspector training for handling suspicious mail, and follows procedures as required.
Monitors mail supplies, and notifies supervisor when additional supplies are needed.
Maintains PSC Regional Telephone Directory.
Performs additional clerical and administrative tasks, as assigned.","EDUCATION/EXPERIENCE
High School Diploma or General Education Degree (GED) and a minimum of five (5) years relevant experience; or equivalent combination of formal training and experience. Must be able to perform 10-key data entry by touch with a minimum of 30 WPM.
CERTIFICATES, LICENSES, REGISTRATION
To be considered candidates must be able to pass a thorough federal government background check to work in a position of Public Trust. This includes having either U.S. Citizenship or Perm. Resident Alien Status.
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, alpha and numeric filling, schedule / time management, as well as other office procedures and terminology
Proficient in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems
Skilled proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Ability to compose correspondence from draft to final version, both electronic and hard copy
Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Working knowledge of business records management and filing processes
Excellent written and verbal communications skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
Ability to lift and/or move up to 50 lbs.
Ability to stand for long periods of time and perform recurring activities such as bending, crouching, stooping, stretching and reaching with hands.