Administrative Assistant

CONTINGENT UPON AWARD

Type: Full Time

Location: Boston, MA

Overtime Exempt: No (SCA)

Reports To: ARMADA HQ

Security Clearance Required: N/A

• The Administrative Assistant will screen calls and visitors to the DHS/FPS Regional Offices for the Director (RD) and Deputy Regional Director's (DRD) office;
  Chief, Missions Support Branch (CMSB);
  Chief Risk Management Branch (CRMB);
  District Commanders (DC);
  Area Commanders (AC) as assigned; and the Chief, Threat Management Branch (CTMB) referring to staff members and forwarding to the divisions only those calls or visitors requiring the supervisor's attention. Personally, handles requests for information.
• On-site visits made to the RD/DRD/CMSB/CRMB/DC/CTMB office by other agency officials, Central office officials, and other Regional Directors, the Administrative Assistant assist them in placing telephone calls, receives visitors and performs other duties as requested by them.
• Provide timely and accurate responses to a variety of inquiries by helping the public identify and understand program services, information sources, and procedures for all divisions within the Federal Protective Service of the Department of Homeland Security Region One. Advise inquirers about the applicability, responsibilities and operations of the various divisions.
• Administrative Assistants respond to inquiries by clarifying inquirer's needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determine what divisions can best assist when additional help is necessary, contact offices to discuss inquiries and develop answers. As needed, obtain pertinent information from reference materials. As appropriate, when all personal resources have been exhausted, locate experts in other regions' central offices to whom inquirers can be referred for supplemental assistance.
• Consult division supervisors, deputy director, and/or divisional personnel to develop answers to specific inquiries and to garner new information about FPS programs, procedures and responsibilities.
• Establish and maintain records and files for control and flow of correspondence pertaining to all FPS matters. Distribute incoming mail to appropriate personnel at the Regional and remote FPS Offices.
• Create, copy, edit, calculate, revise, retrieve, store and print a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, etc.).
• Receive customer agency requests for additional services and edits required request form based on information received. Forward completed request to appropriate individual to ensure requirements are met.
• Review, correct and validate federal employee time and attendance as a designated Timekeeper in electronic timekeeping system. Coordinate with central Human Capital Office to effect corrections to federal employee leave and pay status. Maintain time and attendance records for all regional federal employees in accordance with records keeping policies and procedures. Track overtime usage for Budget Officer to ensure fiscal oversight of regional funds.
  
  Work with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures.
• Administrative Assistants assist the Protective Security Officer Program Manager by receiving all requests for Temporary Additional Services and preparing submittal sheet for Contracting Officer's Technical Representative.
• Liaise with GSA and other government agencies to locate and schedule the use of joint training and conference rooms on an as needed basis in support of the senior staff.
• Liaise with the facility maintenance company for any FPS office space issues requiring technical service to include HVAC, telephone, and lighting needs.
• The Administrative Assistant will manage the secure access control system for all FPS office spaces at the O'Neill Federal Building or Burlington Federal Building. Issue FOBs and PINs to those federal employees and visitors requiring access as needed and ensures access is removed for individuals who are no longer required.
• Other duties as assigned

• Advanced knowledge and proficiency in Microsoft Office products.
• Familiarity with financial systems.
• Effective communication skills (both written and verbal) with the ability to prepare and make group/executive presentations.
• Must possess resourcefulness, initiative, and the ability to function in a fast-paced environment.
• Attention to detail in goal/task accomplishment with minimal supervision.
• Ability to meet planned and unscheduled deadlines in a timely manner.
• Ability to communicate effectively, both orally and in writing.

• Demonstrated experience providing heightened and fast-paced administrative support and office management.

• High School Diploma, or equivalent

The above…