Job Requisition Number:20200103B

Job Title:Executive Administrative Assistant

Salary Range:$31.00 per hour

Work Location:Honolulu, HI; Ford Island, Joint Base Pearl Harbor-Hickam

Relocation Assistance:No

Employment Type:Full-Time/Hourly

Security Clearance:Must have an active SECRET.

Posted Date:03 January 2020Closing Date:When Filled

Mandatory Skill Requirements:

• Proven experience as an executive assistant or other relevant administrative support experience.
• In-depth understanding of entire MS Office suite.
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.

Desired Skill Requirements:

• Associates degree.
• Total of seven (7) of business, Government or military experience in administrative/office operations, as well as retail, warehouse and/or store room experience.
• Three (3) years total experience in technical documentation control, preparation, chart generation and distribution.
• Four (4) years total experience in naval messaging, correspondence, Joint Personnel Adjudication System (JPAS), and documentation.

Job Duties:

The Contractor shall support General Administrative and Program Financial Management Support. General Administrative support involves documentation preparation and maintenance, Defense Messaging, travel, telephone monitoring, visitor control, reporting and other general administrative tasks. Program Financial Management Support involves financial tracking, timekeeping and document control point tasks. Reporting requirements identified below are detailed in existing standard operating procedures and Contractor desk procedures.

General Administrative duties include:

• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Coordinate daily calendars of senior managers.
• Plan appointments and events.
• Act as the point of contact between senior government officials and employees/clients.
• Create regular reports and update internal databases.
• Make travel arrangements.
• Manage phone calls and emails.
• Respond promptly to managers' queries.
• Facilitate internal communication (e.g. distribute information and schedule presentations).
• Suggest more efficient ways to run the office and troubleshoot malfunctions.
• Review and recommend changes to current policies.
• Handling basic bookkeeping tasks.
• Filing and retrieving government records, documents, and reports.
• Researching and collecting data to prepare documents for review and presentation by senior government leadership.
• Helping prepare for meetings, and accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with senior government leadership.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Performing office duties that include ordering supplies and managing a records database.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.

The chosen candidate will support documentation preparation and maintenance, Defense Messaging, travel, telephone monitoring, visitor control, reporting, and other general administrative tasks; additionally:

a. Prepare general correspondence, memos, and letters, routing sheets, technical papers, manuals and publications, instructions, and reports in accordance with established security and administrative instructions and directives.

b. Copy, scan, reduce, fax, bind, route, file, distribute, archive, shred, and dispose of documents in accordance with security requirements.

c. Prepare outgoing CLASSIFIED and UNCLASSIFIED material for mailing in accordance with security regulations and procedures. The Contractor shall maintain a classified mail log and perform follow-up on mail receipt confirmation and send tracer notices to intended mail recipients to confirm receipt of classified items.

d. Perform distribution, filing, reproduction, scanning or archiving documents to complete distribution.

e. Maintain an auditable documentation control system in accordance with established instructions, manuals and procedures.

f. Format draft messages, edit, correct, and notify originator and approver message is ready for release. The Contractor shall assure authorized approver has signed the message for release and process through the Government Defense Messaging System.

g. Assist individuals in preparing travel authorizations and vouchers in the Government's Defense Travel System. The Contractor shall interface with Government and travel agent Contractor to request and change travel documents. The Contractor shall notify the Government traveler when documents are ready for review and approval.

h. Perform visitor control by monitoring visit requests, validate security clearances, notifying the Government point of contact of impending visitor, issuing/collecting badges and providing location maps and directions. The Contractor shall notify host of arrival and escort visitor to host's desk or internal building as needed and maintain the visitor log.

i. Prepare Visitor Base Access requests utilizing existing procedures, obtain authorization signature from Government sponsor, and forward to Base Pass and Identification Office.

j. Prepare and post parking stall assignments and welcome signs for visitors.

k. Prepare visit requests for Government personnel traveling to external Government commands or Contractor facilities. Requests shall be processed via the existing Government system. The candidate shall maintain a file for all outgoing visit clearances.

l. Answer incoming general telephone calls, forward call to intended receiver or take a message, if necessary. The Contractor shall delivery written phone messages intended receiver, or acting designee, with the appropriate urgency.

m. Receive and post current Official Bulletin Board information.

n. Monitor/maintain office supplies inventory, identify items requiring replenishment prior to depletion to the Government lead, perform market research for procurement and stock when material is received.

o. Assist Government travelers with creation of travel orders in the Defense Travel System (DTS) for authorizations and vouchers. The Contractor shall also prepare travel order amendments, retrieve orders, and interface with travel offices for changes in orders. The Contractor shall notify the Government traveler when documents are ready for review and signature.

Education/Equivalent:

Associate's Degree desired in a field related to business operations.

Travel Required:

None anticipated.