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The Administrative Assistant - NASA DSS provides administrative support by handling a wide variety of administrative functions and situations, which includes the handling of sensitive or confidential information. This position is responsible for filing, taking phone calls, scheduling appointments, and making travel arrangements. The Administrative Assistant provides support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. This position may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.
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 staff. Performs a variety of advanced and routine administrative / clerical functions including budgeting, personnel records and payroll 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.
Helps in the application and implementation of administrative policies and procedures. Manages departmental processes and procedures for administrative tasks.
Arranges appropriate resources for meetings, presentations and video conferencing. Prioritizes scheduling, and ensures appropriate room setup, equipment, and materials are operational and ready in advance.
Greets visitors in a timely and professional manner. Determines the nature of business, and directs visitors appropriately.
Responds to inquiries and information requests in an efficient manner. Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact (POCs) for resolution.
Answers telephone, gives information to callers, routes call to appropriate person, and places outgoing calls.
Prepares a variety of documents such as informational emails, memos, forms, letters, reports and spreadsheets. Ensures documents conform to instructions. Reviews documents for accuracy prior to distribution.
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.
Coordinates and manages the daily schedules and calendars. Prepares daily schedules for ready review and reference.
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
High School Diploma and relevant administrative support experience as specified below, or equivalent combination of education / experience.
Administrative Assistant 3 - (Four (4) years relevant experience)
Administrative Assistant 2 - (Five (5) years relevant experience)
Administrative Assistant 1 - (Six (6) years relevant experience)
CERTIFICATES, LICENSES, REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Working knowledge of administrative procedures and activities
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 communication 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
Skilled in planning and setting up room requirements for events and meetings
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 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.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.
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