Overview
Administrative Assistant Jobs in Austin, TX at The SAFE Alliance
Personnel Qualifications:
-High school diploma or equivalent
Two years of relevant administrative and technical support experience relating to the requirements superior oral and written communication skills,Good command of the English language.
Depending on Location, Tasks are as follows::
All requirements and tasks assigned to Contractor personnel need to be completed in accordance with the schedule and timeframe provided by the assigned task managers, as required.
Records and File Management: Perform record and file management functions, electronic and physical, maintenance, and accurate data gathering and data entry. Responsible for setting up new electronic or hard copy files and preparing records for transfer or destruction in accordance with the agency’s Policy. following approved file plans and Manuals
Employee in-and-out processing: Assist the Hiring Manager/Supervisor/Leadership with in-and- out processing of civilian employees. Serve as the primary or back up POC for programs such as, but not limited to, travelcards, access lists, process building badges and credentials, Identification cards, maintaining working rosters, copier programs, equipment/asset issuance, vehicle assignments, and training programs within the assigned Directorate/Division, as required.
Office operational policies and procedures: Required to research, implement and explain DoD, and the agency and internal office’s operational policies, procedures, and requirements referring to a variety of sources utilizing oral and written communication skills, as required.
Support to the Mission and/or Regional Directorates: Provides assistance, phone and desk coverage for the assigned Division/Directorate/Office. Provides administrative support which requires coordination of calendar and schedules, coordinating and booking travel, preparation, formation, and/or finalization of official correspondence that includes letters, memoranda, interoffice communications, data/metrics, staff summary sheets, and sensitive or classified reports, as required.
Assists in the preparation of time and attendance reports by means of an automated system. Resolves problems, as well as responds to routine and non-technical requests for information such as reports, suspense dates for matters requiring compliance, forms required to accomplish or request actions in the assigned Division/Directorate, status of actions, and similar information normally available from the files.
Internal and external office duties:
Interact with other internal angency departments and sometimes outside Government agencies on a normal basis, as required. Trained and proficient with the Microsoft Office Suite Software and capable of creating a wide variety of documents such as reports, spreadsheets, plan of action and milestone project files, and presentations from data and information located in internal agency databases, as required. Responsible for the maintenance of data and information contained in agency internal databases that contain sensitive departmental and/or classified information, as required.
Responds appropriately to requests from internal and external offices, distributes correspondence, circulates information, etc., to other staff (to include senior staff) internal and external to agency, as required.
Responsible for maintaining and populating various databases and spreadsheets with data and information in support of assigned Division/Directorates, as required. Required to utilize spreadsheets to track suspense actions and to manage workload, facility assignments, student activities and instructor assignments and other activities as needed; and maintain customer requests, as required.
Required to accurately collect and collate data for establishment and maintenance of training programs for personnel, while also preparing reports with the collected and collated data, as required.
Track internal and external actions:
Responsible for assisting in the monitoring and entry of accurate information of agency task management systems spreadsheets, or other means to track internal and external suspense actions and providing assistance to the Field Managers/Supervisors and their staff in determining active, near overdue or overdue actions for each directorate/division; responsible for advising and sending reminders to management on lead time or addressing upcoming issues. Required to provide advice on effective management of workload and assignments.
Responsible for maintaining and accurately tracking records to ensure personnel have accurate and current information to ensure success.
Creation of a variety of documents: Responsible for creating a wide variety of documents to include, but not limited to, reports, spreadsheets, presentations, quarterly newsletters, program brochures, and the majority of any outgoing letters, memorandums, and other interoffice/interagency communications, corporate correspondence, the marking of classified and unclassified information, and the receipt and dispatch of classified and unclassified material; responsible for composing the first draft through to the final draft for publishing.
Responsible for reviewing incoming documents/taskers: Provide assistance to the Field Managers/Supervisors and their staff with staffing packages, documents, and reminders of deadlines to meet suspense’s, as needed. Responds to routine and non-technical requests for information such as reports, suspense dates for matters requiring compliance, forms required to accomplish or request actions, status of actions, and similar information normally available from agency files, as required.
Intra-office communications: Responsible for correspondence management that includes intra- office communications. Management of other incoming correspondence includes forwarding correspondence and actions items (with the required background information) to the appropriate staff, when required. Responsible for accurately reviewing outgoing correspondence for procedural and grammatical accuracy, and conformance with general policy, etc. before the correspondence is sent out. Draft reports should also be made available upon request of the agency’s Senior Management for review prior to being sent outside of the agency, when required.
Preparation of packages and classified document maintenance: Required to prepare and revise reports, letters, memoranda, statements, forms, and similar documents from handwritten or rough copy materials. Responsible for proofreading documentation, correcting format, grammar and spelling errors, as required. Other document maintenance duties include maintaining and securing classified documents and files, as well as overseeing the destruction of classified documents and files. Assists in the preparation of packaging of documents, files and receiving items by maintaining the mail tracking system and the classified accountability log, when required.
Regional Headquarters Point of Contact (As applicable): Functions as the POC for Headquarters (as required). Responsible for receiving and accurately processing monthly updates and responding to special queries by the agency’s HQ, Regional Director (RD) and staff.
Conference Room Coordination (mandatory for all Tasks) (as applicable): Serves as the POC for conference room reservation requests and conference room-related questions within assigned the Directorate/Division. Responsible for reserving agency conference rooms and maintains agency conference room calendars. Responsible for notifying the Technical Support POC about meetings that require audio and/or visual technical support and of all problems with audio, visual, or Video Tele- conferencing equipment. Responsible for verifying that agency conference rooms located within the assigned Directorate/Division remain in a conference-ready state.
Responsible for accurately managing correspondence for assigned Agency components, when required. This task includes monitoring general mailboxes, assigning emails to personnel for action, or loading tasks into Agency Task Management System as appropriate and ensuring requests receive responses in a timely manner. Responsible for updating electronic or physical file repositories for assigned Directorate/Division.
Office Supplies: Assists in researching information relating to the ordering of office and other basic supplies. Maintains office supplies inventory and order supplies as required; assists in inventory assessments, when required; reviews invoices to confirm materials were received as ordered.
Day-to-Day Office Management: Provides day-to-day office management that includes: assisting in inventory, obtaining, and stocking supplies as needed (e.g. maintaining paper at printer stations, status of shredder machines); maintains the electronic inventory and office equipment; and monitors and follows up on office equipment maintenance as appropriate. (Office equipment also includes postage machines.)
Services Support::
Administrative and Technical Support: Background Investigations. In addition, Contractor personnel are responsible for the following duties:
General Scope of Effort: Provide administrative management and program support at the regional headquarters and Field offices to assist in ensuring timely initiation, tracking, and completion of all administrative duties, to include but not limited to, analytical and portfolio support reducing the administrative burden on field managers.
Tracking/managing the BI inventory of equipment and vehicles.
Tracking and send notifications for quarterly and annual training.
Maintain/update the Org chart.
As necessary assist with updating the SharePoint site.
Maintain/update distro lists for outlook.
Prepare and send out communications.
Organize and schedule regular Teams meetings.
Update briefing slides and when applicable submit for release approval.
Answer/forward messages taken on phone and org email box as appropriate.
Coordinate Training Events.
Review Taskers, communicate to stakeholders, accurately consolidate responses.
Review submissions prior to approval by supervisors.
Maintain travel/leave schedules/calendar for Leadership.
Track Regional quarterly metrics.
Pulling/tracking field action metrics for visibility.
Assist with consolidating routine recontact letter data, sorting, and distributing.
Calendar coordination and support onboarding by scheduling interviews during hiring processes.
Meeting room scheduling when needed.
Assist accountable equipment inventory audits:
Coordinate miscellaneous support services: Coordinate miscellaneous support services requirements such as repair of office equipment, technical support, and custodial services, with the appropriate Region Staff.
Assist with financial databases: Assists in preparing budget reports regarding quarterly and annual budget projections pertaining to office supplies, training and equipment.
Troubleshoot minor issues: Responsible for troubleshooting minor issues with agency network and telecom system. Coordinates with appropriate support staff securing mission essential resources including services and equipment which may be necessary for efficient and uninterrupted operations.
Safety Inspections: Prepares documentation, plans and assists with Safety Inspections and Self Inspections for assigned agency locations, when required.
Government Owned Vehicle Coordinator:
When required, prepare supporting documentation for new requests, vehicle transfer, logs, dispatching vehicles, reporting daily mileage, and reports. Process vehicle records and maintain information in applicable databases, spreadsheets, and tasks.
Assists the vehicle officer in maintaining office vehicles and drive Government vehicles during the course of performing these duties, as required.
Check Rides – National Rotation: Manage this new system that requires logging into the system and “accept” entries into the check ride database.
Management/dispatching: Manually collect, track, and add all required data for required systems.
Track accidents and Forms: Centralized management of all required accident documentation.
Travel Support Services:
Budget Report Preparation: Assists in preparing budget reports, regarding quarterly and annual budget projections pertaining to travel.
Assistance in processing travel arrangements: Responsible for providing assistance in fully integrated, automated, end-to-end travel management system that enables travelers to create authorizations, prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Contractor. Assist division level management in making and processing travel arrangements; processing travel expense report forms, checking requests and checking the status of issues, as required.
Meetings and Conferences Support Services:
Attends designated conferences and meetings as required to assist with various administrative needs or to take and transcribe minutes of these conferences and meetings.
Assists in preparing read-aheads including preparations of materials, provides logistical assistance related to organizing meetings to include (but not limited to) space, technical support, supplies and transportation, and other requirements for assigned meetings and training conferences.
Assists in issuing building badges, manages and controls Identification badges and keys.
Mail Support Services::
Postage Budget Projections: Assists in preparing budget reports, with input from assigned Directorate/Division, regarding quarterly and annual budget projections pertaining to postage.
Provides operations assistance that includes: Preparation of packages (classified and unclassified) for mailing; sends and receives packages (FedEx Shipments, UPS, and other priority mail services, and couriers); distributes mail; coordinates with commercial carriers for pickup and delivery of mail, packages and light cargo; and performs other mail room duties, as required.
Property Management Support Services::
Maintenance of Property Records:
Responsible for maintaining records for all property received and returned to the property office, as required. Performs inventory of property and produces required reports when required. Inventory and asset management.
Our benefits package includes medical, dental, vision, Long Term Disability, Life Insurance, Short Term Disability, paid time off, paid holidays, flexible spending account, health savings account, health advocates, employee assistance program, tuition assistance program, 401k Plan ,as well as a fun and enthusiastic work environment that promotes a work/life balance!
To Apply:
VCI offers a team-oriented work environment and a competitive compensation and employee benefits package. If you have a commitment to excellence and want to join our team of top caliber professionals, we invite you to submit your resume electronically.
Title: Administrative Assistant
Company: The SAFE Alliance
Location: Austin, TX
