Administrative Assistant

Administrative Assistant (Fiscal / Logistics)

This Venesco LLC Administrative Assistant for Fiscal / Logistics supports the DEA and Diversion programs relating to administrative and logistics activities. These tasks include data configuration, drafting and editing correspondence, duplicating and management of electronic and hard copy files, quality assurance of files and records and all other related administrative duties.

Responsibilities:

• Analyzing and processing financial and accounting reports, deliverables, accounts payable, cost accruals, and disbursements.
• Analyzing electronic and hard copy records for accuracy and completeness to include making sure data is entered in a consistent format and to ensure data integrity.
• Analyzing records and data to identify trends, patterns and anomalies.
• Assist in scheduling and preparation of program activities.
• Assisting with maintaining spreadsheets of obligations, accounts payable, and disbursements
• Attend organizational meetings, working groups, and briefings.
• Conducting office support functions such as answering the phone, distributing mail, maintaining calendars, data entry, document scanning and reserving and coordinating meetings and conference rooms.
• Configurations of data in excel spreadsheet of movable property, vehicles, portable electronic devices, supplies, and first-class mail management.
• Creating and filing hard and soft copy office documents.
• Developing spreadsheets, tracking tools and preparing reports and presentations using Microsoft Office products.
• Manage data of moveable property; capitalized and non-capitalized property, portable electronic devices, first class mail and supplies.
• Maintaining and tracking preparation and delivery status of data or financial deliverables.
• Performing customer service activities with DEA stakeholders.
• Performing other related administrative duties as assigned.
• Performing procedure review to confirm all required documentation is completed and submitted for equipment/property/supplies/first class mail.
• Performing research and data collection to locate missing information.
• Processing information using different word processing packages.
• Receiving and inspecting equipment, affixing barcodes and generating inventory records.
• Resolving data discrepancies and/or recommend solutions.
• Responding to office inquiries.
• Tracking, organizing, recording, modifying, identifying, validating, and analyzing, and reporting financial and accounting data relating to procurement of commodities, services, or supplies, intra-agency agreements; account deliverable and receivables.
• Performs duties in support of the DEA Warehouse Mail Management Program to include reporting, tracking, analyzing and training.
• Assists with the input and maintenance of employee profiles and the inventory management of supplies and equipment in IRMS (Warehouse Supply Management System).
• Assists in preparation and compiling Acquisition packages.

Requires four (4) years of experience:

• Efficient data entry
• Experience preparing and delivering reports and other documents in support of project(s)

• Requires ability to obtain a SECRET clearance