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Administrative Assistant III (0050) Jun 28, 2018
Austin, TX  
  Requirements
Administrative/Clerical Assistant III (RFP 0050)
Location: Austin, TX
Clearance: VA Public Trust

LABOR CATEGORY DESCRIPTION:
Clerical Assistant I must have experience in typing documents without error and receive and log guests in and out of a facility. Must have experience with phone systems and take message competently. The Clerical Assistant III must have experience and be proficient with graphic tools and produce documents without errors. Must be able to plan, maintain and manage schedules for staff. Must have experience and be proficient with a wide variety of graphic and office automation tools and produce documents without errors. The Clerical Assistant III must have experience and knowledge in proofreading and editing documents that are highly technical in nature which was created by others to ensure proper format, grammar, and style.
JOB DESCRIPTION/RESPONSIBILITIES: The Contractor shall provide support to the ITOPS IO within the data center including tasks such as:posting timecards; monitoring Service e-mailbox; distribution of mail, both paper and e-mail; developing travel and training documents; and copying and reproduction. Any hard copy deliverables required shall be delivered to the COR/VA PM.
The Contractor shall perform the following:
1. Post timecards daily and close them out biweekly, due the end of each pay period.
2. Review timecards that cannot be processed because of inaccuracies due to typos or incorrect
timecard entry; if required, contact the employee or the employee's supervisor to resolve. The
Contractor shall perform daily research and correction of discrepancies for employees.
3. Facilitate and schedule appointments, coordinate meetings and reserve conference space for
personnel as well as performing meeting set-up and other coordination activities. New, recurring, rescheduling or cancellation of meetings and/or appointments shall be scheduled the same day the request is received.
4. Prepare interoffice correspondence and maintain administrative filing system for the Service with an internal administrative control, e.g. ensure that new information is added to administrative files and databases are maintained and disposition of outdated file materials or transfer files to inactive storage.
5. Prepare and maintain operating and desk procedures, methods, standards, policy memoranda and techniques concerning administrative procedures within the Service, and recommend required changes and adjustment to assure proper and accomplishment of Service goals and objectives.
6. Maintain the Service e-mail box by taking action on each message.
7. Prepare, edit and/or conduct reviews for recurring and one-time reports, suspense items, date sensitive actions and correspondence required for the various functions of the Service. The
Contractor shall ensure final documents are routed or mailed to the designated source(s) after
receipt of all required concurrence/approvals.
8. Answer the telephone, take messages, respond to routine inquiries, and direct calls to staff. Copy, bind, and collate documents and ensure distribution and mailing.
9. Handle travel arrangements, approximately three times per month, for Service Chief and
employees of the Service as needed. The travel arrangements include preparing the travel request. The travel request shall be finalized by Government Service employees after all steps have been taken. Upon completion of travel, complete travel voucher to include: mileage calculation, adherence to proper format, obtaining appropriate finance and supervisor's approval. The travel voucher shall be finalized by Government Service employees after all steps have been taken.
10. Obtain and monitor the use of services/supplies for the Service. The Contractor shall track office supplies, gathering requests for office supplies, answering questions concerning policies and procedures related to office supply services. The Contractor shall ascertain the need of
subordinate offices and coordinate tracking requests for office supplies to meet the office's needs.
11. Prepare supply reports, correspondence and fact sheets for use by Service in support of decision making.

BASIC QUALIFICATIONS:
• Exceptional Executive Level Management Support
• Superior in Administrative Support
• Competent with process improvement techniques and principles
• Strong critical thinking, and gap analysis abilities
• Strong interpersonal skills - brainstorms with other staff members for resolutions
• Superior human interaction skills with the ability to meet and deal effectively with individuals of all levels inside and outside of the workplace.
• Superior planning, scheduling and coordinating skills working with management to create a smooth workflow and timely deliverables
• Excellent special projects administrator skills
• Excellent written and oral communication skills
• Exceptional problem solving skills
• Superior organizational and time management skills
• Skilled Vendor and Stakeholder Management
• Proficient in MS Office 2010 Suite, SharePoint

REQUIRED SKILLS:
• Proficient in MS Office 2010 Suite, Adobe Acrobat, SharePoint
• Superior in Administrative Support
• Strong interpersonal skills with the ability to meet and deal effectively with individuals of all levels inside and outside of the workplace.
• Superior planning, scheduling and coordinating
• Excellent special projects administrator skills
• Excellent written and oral communication skills
• Exceptional problem solving skills
• Superior organizational and time management skills
• Skilled Vendor and Stakeholder Management

LOCATION: AITC
TRAVEL: No
VIRTUAL: No
EXPECTED START DATE: 7/16/18
EXPECTED PERIOD OF PERFORMANCE: 3/14/18 - 3/6/19 with two possible one year option periods through 3/6/21
ANTICAPTED HOURS: 40 hours per week (8:00a – 4:30p)
PROGRAM/TASK ORDER: IOSS

MINIMUM EDUCATION/MINIMUM EXPERIENCE REQUIRED:
• AA in a business discipline or 2 years of business school. Requires 8 years of experience. 4 additional years of additional relevant experience may be substituted for education.
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