Administrative Assistant (Floater)

Job Description

Job Description

Salary:

KEY DUTIES and RESPONSIBILITIES:

• Generate travel and procurement reports using automated systems.

• Prepare fiscal, procurement, and HR documents using computer-based systems.

• Manage scheduling for the media room.

• Create documents using advanced word processing tools from drafts, edits, or electronic files.

• Manage transit program documentation and support activities.

• Provide administrative and automated support to the Administrative Officer, Deputy Administrative Officer, Supervisory Administrative Services Specialist, and Human Resources Officer.

• Create spreadsheets, manage databases, and prepare mass mailings with accurate address labeling.

• Operate and maintain familiarity with office equipment (copiers, fax, etc.), ensuring proper formatting, collation, and stapling of materials.

• Professionally operate the office switchboard, route calls/messages, and greet visitors, vendors, and the public.

• Perform messenger runs as needed; organize and file materials using alphabetical, numerical, or chronological systems.

• Handle data entry duties and serve as a back-up for the Time & Attendance Clerk.

• Issue funding numbers and input purchase/litigation data into the financial system.

• Enter and manage invitational travelers' personal information into the USAO travel system.

• Research court documents and update the USAO case management system with accurate data to support statistical reporting.

• Act as enroller and activator for HSPD-12 PIV card issuance for facility and system access.

• Demonstrate working knowledge of procurement, security, HR records, and case file management procedures.

• Provide customer service and phone coverage for the Executive Division as needed

EXPERIENCE and/or EDUCATION:

• Completion of at least 100 college credit hours required.

• Qualified typist (minimum 40 WPM).

• Minimum two (2) years of experience in administrative, professional, or technical roles related to fields such as:

• • Personnel/funds management

• • Management analysis

• • Procurement/contract management

• • IT/data processing

• • Office and property management

• • Travel/transportation coordination

• • Safety/security

• • Public information services

KNOWLEDGE, SKILLS and ABILITIES:

• Strong clerical and organizational skills across multiple administrative domains.

• Familiarity with office equipment and modern software applications (Word, Excel, Outlook, etc.).

• High accuracy in data entry, file management, and reporting.

• Knowledge of federal government administrative procedures and standards.

• Ability to communicate clearly and professionally with staff and the public.

• Adaptability and willingness to float across administrative teams and responsibilities.

• Experience managing sensitive information and ensuring compliance with established policies.