Administrative Assistant (Floater)

KEY DUTIES and RESPONSIBILITIES :

• Generate travel and procurement reports using automated systems.
• Prepare fiscal, procurement, and HR documents using computer-based systems.
• Manage scheduling for the media room.
• Create documents using advanced word processing tools from drafts, edits, or electronic files.
• Manage transit program documentation and support activities.
• Provide administrative and automated support to the Administrative Officer, Deputy Administrative Officer, Supervisory Administrative Services Specialist, and Human Resources Officer.
• Create spreadsheets, manage databases, and prepare mass mailings with accurate address labeling.
• Operate and maintain familiarity with office equipment (copiers, fax, etc.), ensuring proper formatting, collation, and stapling of materials.
• Professionally operate the office switchboard, route calls / messages, and greet visitors, vendors, and the public.
• Perform messenger runs as needed; organize and file materials using alphabetical, numerical, or chronological systems.
• Handle data entry duties and serve as a back-up for the Time & Attendance Clerk.
• Issue funding numbers and input purchase / litigation data into the financial system.
• Enter and manage invitational travelers' personal information into the USAO travel system.
• Research court documents and update the USAO case management system with accurate data to support statistical reporting.
• Act as enroller and activator for HSPD-12 PIV card issuance for facility and system access.
• Demonstrate working knowledge of procurement, security, HR records, and case file management procedures.
• Provide customer service and phone coverage for the Executive Division as needed

EXPERIENCE and / or EDUCATION :

Personnel / funds management

Management analysis

Procurement / contract management

IT / data processing

Office and property management

Travel / transportation coordination

Safety / security

Public information services

KNOWLEDGE, SKILLS and ABILITIES :