Administrative Support Assistant - Ian, Evan & Alexander Corporation - Patrick AFB, FL

• Provides assistance for the Chief, Operations Branch, and INL/A staff, asdirected.


• Perform duties of the Director’s Office Administrator in his/her absence.


• Perform qualitative and quantitative analysis of the Branch travel budget of over $400K, tracking programmed and executed travel and identifying potential shortfalls providing weekly updates


• Maintain database of current contractor security clearance status, Visitor Authorization Requests.


• Submit congressionally mandated Synchronized Pre-deployment Operational Tracker (SPOT) data for contractors performing duties OCONUS prior to deployment.


• Manage scheduling of conference rooms


• Channel all incoming mail and requests for information, cable clearances and briefings to the appropriate action officers for disposition


• Compose correspondence on his/her own initiative, based on knowledge of the views and desires of the Branch Chief. Typical subjects include administrative matters, letters of acknowledgment, general office and Office of Aviation policies, acceptance of invitations, and cancellation of conferences.


• Maintain Air Card inventory control under the supervision of the Air Card control official. Maintain the accountability of each card by ensuring each card is logged in and out.


• Maintain the tracking system for all inbound and outbound actions/suspense items (i.e., Technical Directives, statements of work, work assignments, etc.) for the three Divisions INL/A on a daily basis.


• Reviews out-going correspondence for compliance with established procedures, regulations, grammar, format, and special policies ofINL/A.


• Conduct research and records retrieval and filing for staff members.


• Receive requests for information concerning INL/A programs: research, retrieve, and assemble information or follow-up to ensure that staff members submit required answers within the specified time.


• Receive and make proper disposition of incoming telephone calls; takes appropriate steps to ensure action is taken


• Submit country clearance requirements for USG personnel and contractor personnel to appropriate US Embassy; coordinate with Embassy staff to resolve clearance issues.


• Provide clerical/administrative support to staff in INL/A supported countries asrequired


• Arrange travel for CONUS and OCONUS locations using E2 System; arrangeschedules, make transportation and hotel reservations, notify organizations and officials of visit, keep in touch with the staff en-route, and submit travel vouchers and reports.


• Maintain central file system in accordance with DOS and INL/A files maintenance policies and procedures. Coordinate filing activities with the Director’s Office Administrator to ensure continuity of records.

Required Experience:
MINIMUM REQUIREMENTS

• Must be a U.S. citizen


• Education Level: Bachelor’s


• Demonstrated ability using Microsoft Office


• Demonstrated written and oral skills


• A qualified typist is required

CONTRACT DELIVERABLES

The Assistant shall maintain open, timely, and effective communications with the INL/A Operations Branch Chief, resulting in a relationship that proactively addresses potentialproblems with flexible, workable solutions.

LEVEL OF EFFORT

Hours for this full-time position will be the core hours of the Department of State: eight hours per day, five days a week.

SECURITY CLEARANCE

A Secret security clearance is required for this position; however, the contractor may begin work with an interim Secret clearance.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Keyword: Admin

From: Ian, Evan & Alexander Corporation