What are the responsibilities and job description for the Administrative Assistant 4 position at A Prentice Ray & Associates LLC?
The Administrative Assistant 4 reports to the Division Chief and provides diverse and complex duties in support of the Division. S/he provides professional administrative support in the day-to- day operations of the division.
Major Duties:
• Prepare and/or edit organizational charts, memos and other general office documents and material as required;
• Must have strong MS Excel skills to produce monthly financial reconciliation reports depicting all obligations and expenditures of financial resources;
• Assist with financial analyses to identify and resolve issues that impact the validity of data contained in the federal government’s financial system.
• Utilize MS Excel spreadsheets to input d and generate performance measurement reports.
• Attend meetings and capture and distribute minutes derived from the meeting;
• Prepare and/or edit divisional standard operating procedures;
• Oversee all aspects of travel to support the Division Chief to include coordinating all logistics and transportation needs and generation of government travel orders;
• Incumbent may draft course related cables, including course offer cables, fiscal cables, clearance cables, etc. utilizing the Government's cabling system;
• Generate reports depicting outcome and effectiveness following completion of task/meetings/etc;
• Compile weekly activities reports obtained from divisional personnel to develop the final Division report for review and approval by the Chief;
• Create and maintain electronic and hard copy centralized division files in areas such as the budget, equipment purchase requisitions, travel, and general correspondence;
• Provide project support and other administrative support as required;
• Perform special assignments on request, providing substantive support and assistance to the Management team.
Professional Qualifications/Skills:
• Two years as an Administrative Assistant 3 or equivalent experience.
• Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;
• Bachelor's degree or five years of increasingly responsible administrative experience may be substituted for education;
• Must be highly organized and have excellent oral and written communication skills in order to interface with personnel and other government agencies at all levels;
• Ability to handle multiple tasks simultaneously;
• Ability to communicate effectively orally and in writing;
• Knowledge of office policies, practices and procedures;
• Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint). Solid Excel experience is a must;
• Experience working with dbases;
• Knowledge of basic accounting skills helpful;
• Ability to work independently;
