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: 

• Completion of at least 100 college credit hours required. 

• Qualified typist (minimum 40 WPM). 

• Minimum two (2) years of experience in administrative, professional, or technical roles related to fields such as: 

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  • Personnel/funds management 
  
  
  
  

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  • Management analysis 
  
  
  
  

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  • Procurement/contract management 
  
  
  
  

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  • IT/data processing 
  
  
  
  

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  • Office and property management 
  
  
  
  

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  • Travel/transportation coordination 
  
  
  
  

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  • Safety/security 
  
  
  
  

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  • Public information services 
  
  
  
  

KNOWLEDGE, SKILLS and ABILITIES: 

• Strong clerical and organizational skills across multiple administrative domains. 

• Familiarity with office equipment and modern software applications (Word, Excel, Outlook, etc.). 

• High accuracy in data entry, file management, and reporting. 

• Knowledge of federal government administrative procedures and standards. 

• Ability to communicate clearly and professionally with staff and the public. 

• Adaptability and willingness to float across administrative teams and responsibilities. 

• Experience managing sensitive information and ensuring compliance with established policies.