Summary:

The Administrative Assistant II will perform administrative tasks in the Department of State, Bureau of Intelligence and Research (INR). Providing administrative support to include screening visitors, mail distribution, maintaining official records, travel coordination, escorting non-INR personnel, ordering and maintaining office supplies, answering telephones, managing office calendars and contact lists, time and attendance processing and tracking office correspondence.

Will be expected to integrate schedules with existing government staff to ensure full coverage of these functions daily (Monday – Friday) during official working hours.

Essential Job Functions:

• Receives visitors and telephone calls; determines the nature of the visit/call; determines which visits and calls can be handled personally and whether referral to the supervisor or other staff is required. The contractor is authorized to give out routine and/or special information to visitors/callers upon determining clearance level.
• The work is usually performed in an office setting inside a Sensitive Compartmented Information Facility (SCIF). The contractor maintains a secure office environment and escorts visitors in accordance with security procedures.
• Maintains the daily calendar and schedules the activities of the staff. The contractor independently establishes priorities, appointments, meetings and/or representation by subordinates. Advises the supervisor of appointments and other commitments that might have a bearing on future decisions
• Makes arrangements for meetings and conferences including location and time, informs all participants of arrangements and provides background information to them as required. Maintains a list of all participants. The contractor takes notes and reports action taken to appropriate staff members, then follows up to ensure necessary action is completed.
• Controls all correspondence; receives incoming classified and unclassified mail and determines whether correspondence ought to be brought to the attention of the Director, referred to appropriate staff, or handled personally.
• Reviews correspondence and documents prepared for the Director’s signature for conformance with policy and regulations, as well as for correct grammar and format; obtains clearances, referenced materials, and background information as required; composes non-technical, routine correspondence on own initiative as necessary.
• Makes arrangements for travel of the Director and staff, including scheduling of all appointments, securing travel, local transportation, and hotel reservations, passports, visas, and travel advances; Submits travel authorizations for approval in E2 for office Director and staff. Prepares and submits vouchers from travel diaries and notes upon their return.
• Serves as liaison for the Director, staff, and other offices in the Bureau and the Department; ensures the staff is informed of the Director’s plans and commitments; tracks issues and papers assigned to staff members and informs Director of status; informs staff members of the Director’s instructions and requests.
• Establishes and maintains the Director’s personal files; searches for difficult-to-obtain information; compiles data; summarizes information relevant to a particular issue; archives classified files according to established procedures.
• Prepares letters, reports, office instructions, etc., from rough draft or general outline presented by the supervisor. The contractor is responsible for the correct spelling, punctuation, grammar, and format of completed work.
• Performs additional assignments, studies, and special projects at the direction of the supervisor.
• The incumbent may be assigned to provide similar administrative support services to other offices within the Bureau should the need arise.
• Plans and coordinates a variety of service functions essential to the orderly and efficient operation of assigned office activities in the areas of procurement, conference planning, and prepares travel budget estimates and justifications of purchases.
• Perform other duties as assigned.

Necessary Skills and Knowledge:

• Knowledge of software packages MICROSOFT OFFICE, OUTLOOK, EXCEL, WORD, POWERPOINT and ACCESS
• Knowledge of various automated management systems and software packages, including the Department’s ARIBA/ILMS, Web and E2 systems
• Familiarity with Department manuals, circulars, instruction, and directives

Minimum Qualifications:

• Minimum 3 – 4 years of relevant experience.
• Will be required to have a TOP SECRET/SCI clearance.
• Travel may be required.

Preferred Qualifications:

• Bachelor's degree in a related field.

#CJ

Pay and Benefits

The pay range for this position is $85,000 to $90,000 per year.