Administrative Assistant

Employment Type

: Full-Time

Industry

: Miscellaneous



Administrative Assistant - Worldwide TBD

Description

Tuvli, LLC an Akima Company , isdedicated to providing our customers with superior, integrated technology and program support services and solutions. Our systems engineering, information technology, information assurance, program support and project management staff work closely with customers to ensure that our solutions are directly aligned with their business processes and desired program outcomes. We emphasize affordability, and delivering the best value for technology investments. Our personnel enjoy competitive benefits packages and challenging roles in work environments committed to innovation, diversity and opportunity for career growth. As an Alaska Native Corporation (ANC), 100% of our company’s profits go back to our 14,300 Iñupiat shareholders that have resided near and above the Arctic Circle for more than 10,000 years. Our business helps support their way of life and contributes to the survival of a culture that has thrived in a challenging environment.

Job Summary:

Serve as the principal assistant to the Division Chief or equivalent in the Bureau of Overseas Buildings Operations, Office of Facility Management (OBO/FAC). This may include interpreting administrative policies; independently performing administrative functions that service a number of divisional requirements. Apply new policies, provide advice on requirements, maintains administrative systems and prepares administrative paperwork. In fulfilling these responsibilities, perform a wide variety of technical and administrative tasks and assignments. Ensure that the clerical and administrative portions of the Division's work are accomplished effectively in accordance with established procedures.

Responsibilities:

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Reviews Division Chief’s incoming correspondence and forwards it with necessary information or instructions to the appropriate organizations for action. Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary.

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Reviews all outgoing correspondence for compliance with established policy and consistency with organizational procedures. As requested makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate. Instructs and assists staff members regarding correct procedures to follow in preparing correspondence.

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Applies skill in the use of a variety of office automation software, develops a variety of documents in final form which are acceptable for publication. From rough drafts, hand-written notes, or oral instructions, types correspondence, forms, reports, and cables into final form. Ensures correct punctuation, capitalization, spelling, grammar, and conformance to Departmental style.

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Receives calls, greets visitors, and directs to staff members only those contacts needing their attention or action. Makes available, background or informational material to which the Division Chief may wish to refer. Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated, and subsequently ensures that such action is completed as quickly as possible. Follows up and ensures outstanding issues are addressed.

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Maintains calendar for the Chief, arranging and rescheduling appointments as required. Handles all requests for meetings, appointments and prepares or requests preparation of briefs indicating purpose of appointments and outlining background data. As appropriate, arranges for oral briefings by appropriate organizations and discusses the subject of meetings with invitees in order that they will be properly informed and supplied with necessary information. Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in touch with the Division Chief in route, writing follow-up correspondence after the return, and submitting travel vouchers and reports.

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Plans and carries out the administrative work, handling problems and deviations in the assignment in accordance with established policies.

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Performs other duties as assigned. Provides backup for the Office administrative staff in their absence.

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Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations. Oversees the preparation of meeting minutes, presentations and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents.

Qualifications

Minimum Qualifications:

  • High school diploma.

  • Two (2) years or more of relevant experience.

  • Knowledge of the substantive programs of the organization and of the goals, priorities, policies, and commitments to perform such tasks as assembling information to be used for reports or responses to inquiries, to compose correspondence not requiring a technical knowledge, and to maintain awareness of the administrative problems related to the office’s programs.

  • Skill in advising and instructing subordinate or related external organizational entities concerning the required reporting and general clerical and administrative procedures of the Office, is required.

  • Skill in using a variety of office automation software programs such as email, word processing, spreadsheet, and slide presentation (MS Office Suite).

  • Knowledge of grammar, spelling, punctuation, and required formats, is required.

  • Familiar with engineering and scientific terminology and capable of typing technical narratives and data.

  • The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required. Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary. We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.


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