Potomac Management Solutions, LLC · 2 months ago
Administrative Support Assistant
Atlanta, GA
Full-time
Onsite
Mid, Senior Level
5+ years expPotomac Management Solutions, LLC is seeking an Administrative Support Assistant to perform diverse secretarial and administrative duties in support of a designated Program Office and/or Senior Manager. The role involves providing administrative support, coordinating meetings, managing schedules, and assisting with data collection and reporting.
ConsultingGovernmentHuman ResourcesLaw Enforcement
Responsibilities
The contract employees shall provide secretarial and administrative support to the Regional and Deputy Regional Directors,Branch Chiefs, District Commanders, and/or Program Managers. Typical duties may include the following:
Independently performs administrative and clerical support functions with minimal guidance and supervision
Serves as liaison to answer questions pertaining to office services and procedures
Monitors telephone calls; responds to routine questions; and routes callers to the appropriate staff member(s),as appropriate
Coordinates and maintains work calendars for senior staff and makes notification of meetings, events and activities requiring their participation
Supports meetings/conference calls prepares and disseminates minutes and coordinates the completion of follow-up action items with appropriate staff members. Coordinates to ensure that key staff members are present at meetings,and brief the participants before meetings occur
Coordinates IT service requests /help desk tickets for new installation, repair, and maintenance of all IT equipment and follows up with the requestor of origin to verify work order completion
Performs administrative timekeeper support functions for Staff that is responsible for WebTA data input; data verification; auditing; payroll processing; coordination for timely submissions; records maintenance; and coordination of password resets, including validating time cards (with the approval of Task Manager or another FPS supervisor), updating profiles, providing reports as requested
Processes, sorts and delivers incoming and outgoing priority and express mail, to appropriate staff members. In addition, prepares packages for courier or express service pick-up
Assists in coordinating SES level travel approval through the Assistant Director for Field Operations; prepares draft Travel Authorizations; and reviews expense reports for accuracy prior to management approval
Prepares and collects data for the development of employee Performance Work Plans, Individual Development Plans; and Performance Evaluations
Coordinates and disseminates instructor requirements to include venue locations and training materials/aids. Establishes and maintains functional filing systems
Receives documentation to monitor and track fund allocations and expenditures. Prepares monthly draft expense reports
Performs and compiles basic analysis of data and generates a variety of reports to upper management. Verifies timely submission and compiles data for recurring reports and deliverables
Initiates special reports, composes routine correspondence, and compiles statistical and budget information, providing communication with all levels of NPPD personnel to gather and convey information
Welcomes guests and customers by greeting them in person or on the telephone, and answers or directs inquiries. Independently completes research
Conducts numerous automated system searches to collect information with minimal information and forward data to higher-level agents or specialists
Maintains contact with investigative personnel concerning oral requests and dispatch reports. Checks defined criteria and appropriate clearances of data files
Reviews case entries prior to processing for appropriate documentation, serial number, and approval by higher-level agents or specialists
Assists with analyzing information to ensure adherence to established requirements for entering data into the law enforcement computer system, and gather, assemble, and analyze facts to draw conclusions and devise solutions
Assists with establishing protocols for incoming data, organize computerized data sets, and retrieves computerized data
Assists with the planning, review, and reporting of data/statistical results of program or project studies
Maintains automated systems of program-specific data to track suspense on items, such as project milestones, progress reports, and etc. Exchanges and develops information, and assists with making recommendations about inconsistent data, such as proposing validation steps for entering and retrieving information from enforcement case files and program materials to boost the accuracy of program reports
Collects program information from technical specialists, entering it into a variety of electronic information systems,searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at an end product; and consolidating the information into standard reporting formats
Coordinates meetings within Branch or District, and the Region, including scheduling conference rooms and the conference line and sending out invites to all participants
Coordinates to ensure that staff members are present at meetings and brief the participants before meetings occur
Performs ESTT coordinator duties, keeping in communication with personnel throughout the region to ensure tasks are completed on time
Creates internal ESTT tasks for Branch or District,, compiling the data gathered from these tasks and creating reports.Performs miscellaneous duties associated with administrative support tasks
Coordinates the use of the Conference Rooms with FPS personnel and/or outside agencies/other stakeholders
As required by Task Manager, assists Law Enforcement and Security Program Manager in the dissemination of completed facility security assessment documents to include downloading of electronic documents; binding packages; shipping to the location of origin; and retaining accountability of released material
As required by the Task Manager, maintains a Regional record file system for the storage of original's prepared by LawEnforcement personnel and Protective Security Officers throughout the Region
As required by the Task Manager, collects information from Inspectors, technical specialists and program managers for input into a variety of electronic information systems; queries required data for transformation into standard reporting format for usage by program managers
As required by the Task Manager, utilizes existing directives, regulations, guidelines and handbooks to assist with the implementation of the National Security Countermeasures Program updates of existing requirements to ensure program compliance
As required by the Task Manager, posts the national countermeasures inventory list and missing 3155 Incident Reports to the Regional RMB SharePoint site for region-wide visibility
As required by the Task Manager, assists in maintaining a current and accurate inventory of security systems,magnetometers and X-ray machines throughout Region 4
As required by the Task Manager, assists in development of unfunded security countermeasure requirements which will be submitted to FPS Headquarters’ Acquisition Review Board
As required by the Task Manager, maintains automated systems of program-specific data to track suspense’s on items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies,etc.: this data is forwarded to higher-level agents or specialists
Drafts special research requests for review
As required by the Task Manager, supports program data collection from technical specialists, entering data into a variety of electronic information systems, searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at an end product; and consolidating the information into draft standard reporting formats
Supports the conduct of unique queries of considerable difficulty to extract data from a broad range of law enforcement,compliance, and/or inspection computer systems
Supports analysis of information to ensure adherence to established requirements for entering data into the law enforcement computer systems. Information is gathered, assembled, and analyzed in order to draw conclusions and devise Recommended solutions
Supports establishment of protocols for incoming data, organizing computerized data sets, and retrieving computerized data
Supports planning, reviewing, and reporting of data/statistical results of program or project studies
Maintains automated systems of program-specific data to track suspense on items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, and other program related duties
Provides back-up for Executive Assistant
Collects program information from technical specialists, enters data into a variety of electronic information systems, searches for related information, and retrieves all relevant data; extracts and reviews large volumes of information to arrive at an end product; and consolidates the information into standard reporting formats
Conducts unique queries of considerable difficulty to extract data from a broad range of law enforcement, compliance,and/or inspection computer systems
Performs administrative and clerical support functions, rectifies problems, and serves as liaison to Mission Support staff in order to answer questions concerning office supply procurement and office service procedures
Answers phone calls and emails from within the region, responding to procedural questions with personal knowledge of programs (i.e. Concur, WebTA, SharePoint), and coordinates with the appropriate staff members to handle technical inquiries
Provides assistance to Mission Support Branch staff, including the financial management staff, CORs, Regional Property Officer, Regional VCO, Human Capital liaison, etc. Administrative duties include, but will not be limited to, drafting letters, filing, scanning and emailing documents to the appropriate regional or Headquarters staff, compiling/updating reports, etc
Assists the SIP and ABC coordinator with yearly reports, including gathering and compiling information for required reports
Acts as travel coordinator for Mission Support Branch Chief
Acts as office supply coordinator for Mission Support Branch
Qualification
Required
An AA, BS or BA degree is highly preferred however, five (5) years of experience as an Administrative Assistant/Secretary assisting Administrators at/or equivalent to the GS-12 and GS-13 grade level will be required in lieu of the degree
Contract employees must possess five years of work experience, with the knowledge and skill of general office operations and procedures
Contract employees must have the ability to use a personal computer and various software applications, including (but not limited to): Databases used to track organizational information
Accurate typing skills with a minimum speed of 40 words per minute
Proficiency in Microsoft Office computer software applications, including Word, Excel, PowerPoint, SharePoint, Visio and Access
Establishment and maintenance of a comprehensive file system
The contract employees must possess knowledge of procedures to formulate, compile, and organize documents and reports
The contract employees shall participate in annual training requirements, including ethics training, and attending conferences as necessary
The contract employee must possess knowledge and skill in oral communication and interpersonal skills
The contract employee must possess knowledge and skill in written communication
The contract employee must possess the ability to coordinate varied administrative projects simultaneously
The contract employee must possess problem solving skills and be able to conduct independent research
Preferred
It is desired that Contract employees possess practical knowledge of the organization, including the understanding of operational relationships between offices and organizational levels
Company
Potomac Management Solutions, LLC
Potomac Management Solutions, LLC (PMS) specializes in Human Resources/Staffing, Program Operations, Administration, Health Systems Management and Federal Law Enforcement Support.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Diane McCain
President / CEO
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