Administrative Assistant - Intelligence Services

Provide administrative support to the Director and their staff.

Responsibilities:

• Track employee attendance and work hours using WorkBrain.
• Monitor and manage cash overtime records, ensuring proper tracking and obtaining necessary signatures.
• Assist with the onboarding process, including securing laptops, cell phones, business cards, and other required materials for new hires.
• Support event planning by assisting with venue selection, catering arrangements, and administrative tasks related to event preparation.
• Process and track travel vouchers, ensuring timely and accurate submission.
• Track employee career progression and provide advice on career ladders within the organization.
• Oversee property inventory, responding to biannual tracking requests as needed.
• Serve as a key point of contact between internal and external stakeholders, including organizations such as the FBI, ODNI, Secret Service, and House/Senate Sergeant at Arms.
• Perform other administrative tasks as assigned by the Director.
• Independently manage and maintain records in various information management systems, such as forms, mail, directives, and publications.
• Prepare routine office correspondence, reports, charts, graphs, and PowerPoint presentations using appropriate software tools.
• Initiate and assist in developing new or updated administrative procedures to enhance the efficiency of the organization.
• Review and organize reports, correspondence, and management documents to ensure compliance with formatting, distribution, and required information.
• Assist in preparing procurement requests, training orders, travel orders, vouchers, and other administrative forms. Order office supplies, equipment, and publications, and reconcile purchase orders.
• Respond to requests for information about office functions, coordinating various support services.
• Address administrative queries and provide solutions, ensuring timely responses.
• Perform calculations for standard cost estimates, production rates, and workload figures.
• Organize staff meetings, reserve meeting rooms, and ensure proper notification of attendees. Prepare meeting minutes and action items.
• Maintain the Office Director's calendar, manage appointments, and reschedule meetings as necessary.
• Review incoming correspondence, regulations, and directives, taking necessary actions and ensuring prompt follow-up.
• Evaluate and improve correspondence operations, establishing control records and ensuring timely responses.
• Prepare administrative reports and compose correspondence based on the Director's guidance.
• Ensure that all outgoing documents comply with organizational policies, regulations, and standards.
• Perform other duties as required, including emergency operations tasks based on operational needs.