Bilingual EN/SP Administrative Assistant

JOB DESCRIPTION

Position: Administrative Assistant (Spanish/English)
Status: Full-Time Hourly
Hours: Contract Position, 5 days per week, from 8:30am-5:30pm with one-hour lunch

*Exceptional communication skills, both written and verbal*

ABOUT THE ORGANIZATION:
This is a temporary administrative opportunity with the possibility of extension based on business needs. If you are a proactive and detail-oriented individual with a passion for administrative support, we encourage you to apply for this role within a highly reputable historic building in Washington, DC. You will be serving an office that provides an important function within government. This is a welcoming and positive work environment that is highly metro accessible for ease of commute.

COMPENSATION & BENEFITS:

• Temporary job opportunity in a very reputable organization
• Paid Sick Time
• Paid Vacation
• Health insurance, medical and dental
• Free FinFit Financial Wellness Benefit
• Free Personal Financial Training Library Benefit
• Shopping Discount Program, Workplace Advantage
• Employee Assistance Program
• Counseling
• Legal & Financial Consultations
• Pharmacy Discount Card

ESSENTIAL FUNCTIONS and RESPONSIBILITIES:
Responsibilities

• Provide administrative support for the implementation of PHE’s operations; assist with all administrative issues pertaining to the readiness and response functions of the assigned Unit or Team;
• Provide administrative support for the deployment of human resources and recruitment of staff and other personnel; monitor the status of key personnel actions and follow up on staff reassignments; initiate and/or approve HR related actions in the PASB Management Information System (PMIS) for staff and contingent workers;
• Maintain electronic and other records related to PHE staff and other personnel including contract extensions, performance evaluation reports, job description reviews, reassignments, recruitment of short-term staff; prepare the corresponding justifications for contracts and authorization of payments for temporary staff; brief new staff, consultants and interns on office procedures and practices;
• Support the coordination of administrative support from other units or departments with the objective of ensuring effective coordination of efforts and timely response to emergency related requests and operations;
• Support preparedness and readiness activities including management of the roster of experts, and administrative support for trainings, workshops, virtual conferences, and meetings;
• Support HR, budget and finance related actions in the corporate information system for staff and contingent workers;
• Update budget and financial information in PMIS system; monitor the status of budget execution and the project’s financial resources in the corporate information system and any other databases for reporting needs;
• Compose, draft and prepare correspondence in English and Spanish pertaining to assigned duties on own initiative or from verbal/written instructions; prepare draft translations of correspondence and other materials from English into Spanish and vice versa;
• Assist in organizing travel arrangements for advisors and IPCs working in the Unit when needed including obtaining concurrence, airline tickets, hotel reservations, security clearance, gather and validate relevant background information for duty travel; assist with all necessary processes in PMIS, including spend authorizations, purchase of airline tickets and expense reports;
• Create requisitions and purchase orders in the PMIS and process payments to suppliers;
• Assist in the preparation of technical presentations, technical reports and articles by reviewing, correcting and/or rewriting texts to improve clarity, conciseness and coherence; prepare and verify the content of tables, graphs, and charts; follow up on the submission of reports and correspondence in order to meet established deadlines;
• Review all outgoing correspondence requiring the official signature; proofread for style, punctuation, grammar, spelling and adherence to the Organization’s standards and policies; recommend revisions to correspondence and other documents to ensure that they are clear and accurate in content;
• Participate in the implementation of PAHO’s disaster and emergency response operations, including being available for possible deployments, if required;
• Perform other related duties, including backstopping for other PHE team members, as assigned.

EXPERIENCE AND REQUIRED QUALIFICATIONS

• Word processing in accordance with established standards
• Ability to write/originate routine and non-routine correspondence and reports in English and Spanish
• Ability to prepare working translations
• Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, preparation of reports, acquisition of supplies
• IT Skills
• Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint and Outlook.

PHYSICAL DEMANDS

• This position routinely utilizes standard office equipment such as laptops, computers, phones, photocopiers, and filing cabinets, in a home office as well as an in-person office environment.
• Ability to lift/move up to 20 pounds.
• This position is generally performed in a professional office setting; 70% sitting, 20% standing, and 10% walking.
• The physical requirements described are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with a qualifying disability to perform the essential functions.

GENERAL INFORMATION: Applicants are assured of equal consideration regardless of race, age, color, religion, national origin, gender, GINA, political affiliation, membership or non-membership in employee organization, marital status, physical handicap which has no bearing on the ability to perform the duties of the position.