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Administrative Assistant (12804370)

Washington, D.C. · Administrative
Job Description:
Kenjya-Trusant is seeking a candidate to fill the role of Administrative Assistant to provide support to support the Department of State Bureau of Medical Services, Office of the Executive Director. The Administrative Assistant position provides administrative support to Program Office activities and the incumbent is proficient in standard office computer programs, including Microsoft Office, Microsoft SharePoint, Google Earth, Adobe Acrobat, and other standard office computer systems. The incumbent provides direct administrative support to high-level officials within the Program Office — potentially with administrative team leader oversight provided by an onsite team leader provided by the vendor — works independently, and maintains a close and highly responsive relationship to the day-to-day activities of the Program Office.

Clearance Requirement - Secret 

Duties, Tasks and Responsibilities:

Program Support:
  • Using office automation equipment and word processing software, the incumbent prepares a variety of correspondence, memorandums, briefings, and other documents as directed by the Program Office staff.
  • Refers to agency regulations, dictionaries, and other typical office reference materials to ensure proper format, grammatical accuracy, and correct spelling.
  • Conducts transcription for the Program Office staff as requested, and reviews/assembles written materials for the Program Office staff, to include proofreading and editing documents for proper English usage, clarity, spelling, grammar, and punctuation, as well as assembling documents in standard agency format.
  • Address preliminary research questions from the Program Office staff, conducting research of authoritative publications, the Foreign Affairs Manuals and Handbooks, the Code of Federal Regulations, and other relevant sources to address inquiries from the Program Office staff, drafting well-written special one-time reports or issue summaries.
  • Drafts, designs, and makes copies of documents, reports, charts, and other materials for meetings, presentations, and guest lectures by Program Office personnel.
  • Exercises initiative to compile and prepare information packets/relevant materials in anticipation of supervisor/staff meetings, travel, and other engagements, and brings relevant administrative/program-related issues to the attention of Program Office leadership so that they be addressed by the appropriate POC or resolved in the appropriate forum/meeting.

Office Management:
  • Keeps and maintains an active, on-hand inventory of commonly used office supplies and materials for Program Office staff, periodically assessing inventory levels, resupplying stocked items, and adding new items as requested by the Program Office.
  • Actively manages office supply orders via the Integrated Logistics Management System (ILMS).
  • Maintains a log of office supply active purchase requests and ensures that Program Office office-supply purchase orders in ILMS are properly routed.
  • As necessary, conducts follow up with vendors and/or sourcing offices to provide supplemental information and/or documentation.
  • Submits service requests to facilities management on behalf of Program Office staff and tracks their status until completed, providing periodic status updates to both the customer and the facilities team as required.
  • Submits IT Service Center requests on behalf of Program Office staff as required and tracks the status of the trouble ticket until resolved.
  • As necessary, conducts follow up with the IT Service Center to ensure the ticket is being appropriately actioned.
  • May serve as the administrative coordinator for Program Office time and attendance actions to ensure the timely completion of documents, and performance of any special coordination with the timekeeper or with supported organizations to facilitate the accurate and timely tracking of employee work hours.
  • May direct Program Office new employee onboarding procedures, working with the Executive Office, to ensure that all new-hire checklists are complete, that accounts are set up in E2, GFMS, OpenNet, ClassNet, and payroll.
  • Personally walks new hires through the process of scheduling introductory training via FSI and the Diplomatic Security Training Center.

  • Receives visitors and telephone calls, exercising judgment to screen those which can be handled personally from those requiring the attention of other Program Office staff.
  • At all times the incumbent exercises a firm understanding of the view and positions of high-ranking Program Office personnel and overall program goals, composing correspondence at own initiative to embassies overseas, other offices within the Department, USG agencies, and public sector partners to coordinate administrative aspects of assigned programs.
  • When possible, personally troubleshoots requests for assistance, but ensures that higher level customer service requests are directed to the appropriate Program Office official for resolution.
  • Compiles and maintains numerous email distribution lists in Outlook for various programs and projects, adding new users, removing outdated contacts, and distributing large volumes of email to customers as directed by the Program Office.
  • The incumbent may serve as a liaison between the Program Office and new public and private sector organizations with related functions or related services, drafting and publishing informational material about the Program Office's mission and programs (tailored to the appropriate clearance level), directing inquiries to the appropriate POCs within the Program Office, and providing other introductory information concerning the Program Office as directed.
  • Works with other bureaus, posts, and other USG agencies to facilitate the transfer of security clearances, working with the Certification Unit of the DS Office of Personnel Security & Suitability to coordinate the manual or electronic transfer of security clearances. Facilitates communication of travel requirements between the Program Office and supported elements within the Bureau of Diplomatic Security (DS).

Information Management:
  • Develops and maintains an electronic document filing system for Program Office documents on shared network drives and works with IT Service Center staff to ensure that Program Office personnel possess sufficient network privileges to view and/or modify documents maintained in Program Office network folders.
  • Responsible for digitizing hard copy materials and managing an electronic archive of outdated materials on the Program Office network drive.
  • Works with the Program Office and intra-bureau partners to manage Program Office contributions to bureau-level procedure and document repositories, ensuring that Program Office documents comply with bureau-level quality management system standards, working with Program Office leadership to make appropriate edits, drafts, and submissions, to bureau-level document repositories.

  • Maintains a working knowledge of relevant travel rules and regulations, unwritten policies, practices, precedents, and practices (and their applicability to circumstances) and ensures that all Program Office  travel complies with applicable laws and rates established by the General Services Administration and/or the Department of State.
  • Develops travel itineraries using the E2 Solutions Website and, as necessary, makes travel arrangements directly through the Carson Wagonlit office at Main State or using Carlson’s telephone support desk. Duties include coordinating flight plans, hotel reservations, car rental reservations, and other travel arrangements.
  • As necessary, consults with travelers and the Executive Office to determine whether travel amendments are required and drafts tentative travel amendments for the Executive Office to review. Works with the Executive Office to coordinate travel funding and to provide additional justifications as required.
  • Prepares and assists travelers with their travel vouchers, ensuring that all expenses are properly reimbursed, digitizing and uploading all expense receipts, and otherwise ensuring that all required documentation accompanies the voucher.
  • In coordination with the appropriate logistics management specialist, prepares and submits electronic country clearances for Program Office personnel traveling abroad, coordinating with approvers overseas to ensure timely approval and the availability of requested post support.
  • Responsible for assisting in the management of diplomatic passports and visas for Program Office personnel and entering key information and documents (e.g., log of passport numbers, passport expiration dates, passport photos, and travel visa expiration dates) in a central tracking repository.
  • As required, drafts requests for new diplomatic passports and submits to the Executive Office for review.
  • Ensures that personnel approved for new diplomatic passports properly complete their DS-82 Passport Application Form and that all required documents are present before submitting to the Special Issuance Agency.
  • Assists Program Office staff with visa applications and works with foreign embassies, the Special Issuance Agency, and/or the relevant country desk officer to facilitate the issuance of a travel visa.

  • Assists the Program Office in preparing an annual budget and mid-year budget review, contacting vendors for price quotes, conducting online pricing research for required materials, and drafting explanatory materials/justification to accompany budget submissions.
  • As directed, conducts basic budget management. Ensures that assigned projects/accounts are within original budget estimates, monitors cost expenditures, maintains a current expenditure balance, and alerts Program Office leadership of potential cost overruns.
  • Assists Program Office personnel with the completion and submission of SF-182 Training Requests and DS-3070 Training Agreements, and coordinates with both the Human Resources and Budget sections within the Executive Office as necessary to provide any supporting documents and to address any other administrative impediments.

  • Possesses six (6) years of experience providing administrative support to USG, non-profit, or private industry (preferably in a complex office environment); or possess a Bchelor’s degree and have four years of experience providing administrative support to USG, non-profit, or private industry (preferably in a complex office environment).
  • Incumbent must possess working knowledge of office software and IT systems, to include: (a) Microsoft Word; (b) Microsoft Excel; (c) Microsoft Power Point; (d) Microsoft Access; (e) Microsoft SharePoint; (f) Microsoft Publisher; (g) Microsoft Outlook; (h) Adobe Acrobat; and (i) Google Earth. Incumbents must further possess excellent written and verbal communications skills.

THE KENJYA-TRUSANT GROUP, LLC is a Service-Disabled Veteran-Owned Small Business that was established in 2015 as a merger between The Kenjya Group, Inc. and Trusant Technologies, LLC. Our mission is to implement, support and protect the nation’s advanced technology systems, business processes and high-technology facilities. Working with the Department of Defense, Department of Homeland Security, the Intelligence Community, state and local governments, and commercial clients, Kenjya-Trusant provides cyber protection, information technology, engineering, construction management and acquisition support services. We are a small company with big company benefits, including Health, Dental, Vision, 401K, Bonus Potential, Flexible Spending Account, Life Insurance, Short- and Long-Term Disability, Paid Time Off, and a culture of teamwork and continuous learning. Come grow with us!
The Kenjya-Trusant Group is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. If you require accommodations, please contact our Human Resources Department at (410) 740-4045.

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