The Administrative Assistant provides executive level administrative support for leadership within the Office of Public Health Preparedness and Response (OPHPR), Division of State and Local Readiness (DSLR) of the Centers for Disease Control and Prevention. This position handles a wide variety of administrative and operations support functions and situations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.
Provides administrative support to the executive staff. Performs a variety of advanced and routine administrative / clerical functions in support of the department’s mission.
Helps to ensure workflow efficiency amid complex tasks and constantly changing priorities. Uses the utmost discretion when handling confidential information.
Coordinates and manages the daily schedules and calendars for executive staff. Responds to meeting invitations and inquiries. Notes dates and times of important events; and reschedules meetings, as needed.
Provides travel support for the branch / team members. Makes travel arrangements / reservations (i.e., airline, lodging, transportation, etc.). Prepares a variety of travel documents such as travel orders, memos, vouchers, and other support documents for authorization and disbursement of funds.
Prioritizes scheduling of all branch / team conference rooms, and resolves any scheduling issues.
Greets visitors in a timely and professional manner. Determines the nature of business, and directs visitors appropriately.
Answers telephone, gives information to callers, routes call to appropriate person, and places outgoing calls. Applies professional etiquette in telephone conversations (i.e., tact, courtesy, intelligence, etc.) based on functional knowledge of program operations, personnel, and policies. Also routes and/or responds to incoming faxes and emails, as directed.
Responds to inquiries and information requests in an efficient manner. Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact (POC) for resolution.
Prepares a variety of documents such as informational emails, memos, forms, letters, reports and spreadsheets. Ensures documents conform to instructions. Coordinates the efforts of various staff members, and ensures suspense dates and times are met. Reviews documents for accuracy prior to distribution.
Prints and assembles briefing packages, as required.
Properly sorts and distributes mail to branch / team members.
Maintains accurate and accessible electronic and hardcopy file systems. Performs a variety of related tasks such as making copies, scanning, and classifying, indexing, filing, storing and retrieving of material. Provides file summaries to supervisor and/or staff as directed.
Orders and maintains office supplies and shipping / mailing materials.
Maintains office equipment, and submits service requests, when necessary.
Integrates a variety of office automation software to generate specific working documents and forms. Provides technical assistance when needed.
Assists with routine bookkeeping processes in the OD (i.e., enters invoices in ICE, supports PMO with tracking of unliquidated obligations, etc.).
Attends required meetings, such as Travel Preparer biweekly meeting. Attends additional meetings upon request. May be required to prepare summary notes of meeting discussions, submit notes for approval from meeting sponsor, and distribute notes as directed.
May be required to assist with arrangements for meetings, presentations and video conferences. Prioritizes scheduling, and ensures appropriate room setup, equipment and materials are operational and ready in advance.
May be required to provide administrative support for emergency activities, exercises, or responses; and may require work at home and/or on weekends and nights. As a result, this position may require telework arrangement for one-day-per-week at-home work, to ensure ongoing, routine ability to conduct activities remotely.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Must have relevant education and administrative support experience as specified below, or equivalent combination of education / experience. Prior experience supporting executive level staff for a federal government agency or for high ranking public officials preferred.
Administrative Assistant I (Associate’s degree and minimum of 2 years relevant experience)
Administrative Assistant II (Associate’s degree and minimum of 4 years relevant experience)
Administrative Assistant III (Associate’s degree and minimum of 6 years relevant experience; Bachelor’s degree preferred)
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Working knowledge of administrative procedures and activities within the OPHPR
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, schedule / time management, as well as other office procedures and terminology
Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)
Excellent written and verbal communications skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
Ability to work after hours, nights and/or on weekends, when required.
Ability to conduct activities remotely and to work from home one day per week, if required
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.