The initial period of performance is 120 working days with one additional 120-day option. Normal workdays shall be 8 hours, usually beginning at 8:00AM and ending at 4:30PM, Monday through Friday, excluding Federal Holidays.
4. Description of Services:
The position requires a highly professional, experienced administrative assistant and scheduler who can work with and for multiple staff members. The contractor must be a highly professional, experienced executive level administrative assistant who can handle multiple tasks. The contractor will serve as an Administrative Assistant to the Division Director for Information and Education..
The contractor must have excellent verbal and written communication skills and be prepared to represent the Division Director in clerical matters to the highest levels of government. A diplomatic and courteous manner is required to deal with inquiries and assignments. They must present themselves well, always appearing in professional dress and with a professional attitude. A professional attitude includes handling information with confidentiality and sensitivity.
5. Required Tasks:
The contractor shall perform the following tasks (and possess the necessary experience) to support the Information and Education Division: greeting and escorting visitors; taking messages; referring callers to appropriate OCSC offices; faxing, filing, copying; handling small purchases; serving as timekeeper; assembling and addressing mass mailings; processing telephone and e-mail requests for publications; updating simple text online; proofreading text in print and online.
Task 1 – Front Office:
The Administrative Assistant will provide front office support as required. The contractor must possess a strong front office presence. He/she will serve as the Administrative Assistant to the Division Director, Information and Education.
Task 2 – Telephone Coverage:
The administrative assistant will answer the front office staff phones. The staff has personal phone lines, but the secretary will answer the staff phones in their absence and transfer calls when appropriate. Ability to program phones, changing outgoing messages and retrieve incoming messages when necessary. Professional and courteous telephone manner is required at all times.
Task 3 – Clerical Skills:
The contractor will provide office clerical support as required. Excellent computer skills will be required. The contractor must be proficient in:
- Lotus Notes Mail and Calendar;
- Microsoft Word (including ability to use merge, tables, and labels functions in addition to typing proficiency);
- Microsoft Excel spreadsheets;
- Microsoft Access;
- Microsoft PowerPoint.
The ability to download information from CD Rom;
The contractor must have the ability to acquire the use of internal GSA software packages for electronic forms (DocNet) and vouchers, time and attendance, and other administrative functions (FEDdesk). Training will be provided for these specialized applications. In addition, the contractor must have good proofreading and grammar skills to effectively perform the administrative duties in this task.
Task 4 – Travel and Time and Attendance:
The contractor is responsible for creating travel orders, itineraries, and various. The contractor will also be responsible for preparing and submitting bi-weekly timesheets for the staff into our Electronic Time and Attendance Maintenance System (ETAMS). The office will provide training for inputting vouchers and time and attendance.
Task 5 – Calendar and Schedule
The contractor must have experience in time management and scheduling, ability to field all meeting requests; all travel coordination and preparation of agenda, generation and assembling of briefing materials in support of travel and meetings. The contractor must work with communication staff to assist in the perfection of talking points and speeches, must maintain working files in support of events, and must maintain office files. Monthly calendar duties (using Lotus Notes) will include keeping track of meetings, leave, training status, etc of Associated Administrator and other senior management.
Task 6 – Filing:
The contractor is responsible for creating and maintaining files for office, and photocopying and faxing documents.