ADMINISTRATIVE ASSISTANT II

Job title: ADMINISTRATIVE ASSISTANT II

The Administrative Assistant II provides administrative support duties for Directors and Vice Presidents.

Essential Job Functions

• Maintains technical documentation, end-of-month reports, visit authorizations, cover letters, and reports of conferences and customer visits.
• Coordinates administrative support programs and activities, as directed by management.
• Formats, proofreads, and edits correspondence, reports, manuscripts, and other necessary material under the supervision of the Director.
• Reviews outgoing material for accuracy, completeness, dates, and signatures.
• Types technical reports, papers, and other project documentation in a variety of formats as required.
• Demonstrates proper business etiquette while interfacing with telephone callers, visitors, clients, vendors, Department Director, and company personnel.
• Monitors and maintains meeting and conference room schedules.
• Orders supplies and refreshments for meetings.
• Coordinates reproduction and assembly of deliverables: copying, material assembly, collating, page checking, and book binding.
• Responsible for adhering to Purchasing Card expense limitations and submitting log and receipts to Accounts Payable on time.
• Maintains filing and archive system for contract documentation.
• Orders office supplies for department personnel and general department requirements.
• Sorts, distributes, and tracks the department's mail.
• May be required to answer phones for the Vice Presidents or Director.
• May serve as a mentor to lower-level Administrative Assistants.
• Exercises discretionary handling of Government materials, company proprietary information, sensitive material(s), and any end items used for training.
• Must be aware of International Traffic in Arms Regulations (ITAR) restrictions on export of military hardware and training services.
• Must be aware of Controlled Unclassified Information (CUI) and security classifications as outlined in the National Industrial Security Program Operating Manual (NISPOM).
• Must be capable of safely handling government-furnished equipment and materials.
• Must be available to work a standard weekly schedule with overtime as required.
• Perform other duties as assigned.

Supervisory Responsibilities

• None

Job Requirements

• Knowledge, Skills, and Abilities

• Must possess intermediate-level knowledge of automation tools, including Windows-based word processing, spreadsheets, databases, and presentation graphics system software (Word, PowerPoint, Excel).

• Must demonstrate effective business etiquette skills to communicate effectively with employees and managers, customers, and visitors.

• Ability to communicate effectively, both orally and in writing.

• Work requires continuous attention to detail in composing, typing, and proofreading materials.

• Must be able to obtain a security clearance when required by the contract.

• Education and Experience

• High School diploma or GED equivalent.

• Associate degree preferred.

• Four (4) years of administrative assistant experience required.

• Equal Opportunity Employer including Disability/Vets.