E3 Federal Solutions

  • Administrative Assistant HLOF9

    Job Locations 1 week ago(1 week ago)
    Job ID
    2018-4412
    Posted Date
    Administrative Support
    Job Location
    US-DC-Washington
  • Division

    HLO - E3’s Homeland Operations (HLO) Division employees bring domain knowledge, specialized insight, and operational expertise to support Department of Homeland Security (DHS) customers. Our team provides rapid, innovative, and specialized solutions that enable our DHS clients to succeed at meeting dynamic mission objectives. Our careers include mission operations, data analytics, operational assessments, requirements management, financial/budget management, strategic communications and planning, stakeholder engagement and facilitation services, acquisition support, systems engineering and technical assistance (SETA), and business process reengineering.

    Position Overview

    E3 Federal Solutions (E3) is an award winning Veteran Owned Business specializing in providing acquisition management, financial management, and program management support to the federal government. E3's strong understanding of federal acquisition, contract, financial management and program management organization (PMO) lifecycles paves the way for mature organizational processes, experienced resources, responsive management and proven management methodologies to meet and exceed client goals. Excellence, Accountability, Community, Humility and Integrity are the core values of E3 as we continue to strive in becoming a recognized leader in the management consulting community that both federal agencies and industry partners value doing business with. We are an organization that offers both our employees and clients an exceptional experience; our culture will be contagious, while always maintaining a genuine reputation. 

    Responsibilities

    We are seeking an Administrative Assistant to support the Department of Homeland Security in providing a full range of administrative services. A successful candidate will be able to work in a high pace environment, deliver quality products and address multiple requirements. The candidate can apply their administrative skills to help solve complex issues and ensure the office workflow continues even during high demand activities. Duties include:

    • Answer telephones, record messages, forward calls, and respond appropriately to inquiries. Assist staff with  follow-up  phone calls on outstanding actions.
    • Schedule, coordinate, and provide support for meetings, program reviews, events, interviews, appointments,  and other similar activities.
    • Research, draft, edit, and facilitate timely responses to a variety of written inquiries as well as Executive or other priority correspondence that requires immediate response. Track incoming and outgoing Executive Secretary correspondence, alerting responsible parties of tasking and ensuring coordination of responses by relevant directorates within established deadlines, review and edit work products, prepare files for circulations, monitor progress, and maintain files (hard copy and electronic). Ensure correspondence and accompanying documents are in compliance with OHS Executive Secretariat policy and procedures.
    • Use a variety of software programs including word processing, excel, database, graphics, spreadsheet, PowerPoint, and project management applications, as well as other ONDO custom applications (such as Microsoft SharePoint Site and an Oracle based financial database) to perform agency-specific administrative tasks.
    • Prepare or assist with the preparation of scheduled and/or ad hoc statistical, metrics, narrative reports and PowerPoint presentations.
    • Establish, maintain, and update files, databases, records, and/or other documents; develop and maintain data, and perform routine data entry, analyses, and calculations in the processing of information  for ad  hoc and recurring reports.
    • Perform associated records management duties to include identification of documents as records and determination of proper schedules for record disposition in accordance  with ONDO policy.
    • Draft, edit, and facilitate the development of talking points, public presentations, reports, educational materials, brochures, fact sheets, and/or other materials for internal, Government, and public consumption.
    • Perform copying, collation, and assembly of various documentation in-house. Under specific circumstances, prepare documents for printing by completing the necessary forms and submitting them to the Facilities Division for transfer to the Government Printing Office.
    • Perform responsibilities as alternate travel preparer using www.Concur.com (or designated OHS system). Administer and prepare travel requests, authorizations, and invoices, coordinate passport/visa requests, research transportation schedules, lodging arrangements, and meeting locations, confirm reservations, and maintain detailed files for travelers. Collect, maintain, and  provide data  upon  request regarding obligation  and  liquidation  of travel expenses.
    • Facilitate the passage of security clearances, foreign visitor requests, and other unique processing requirements as needed for staff travel, Government officials, and/or media representatives to the office, ONDO activity sites, or other locations.
    • Perform basic information gathering, analysis and/or forecasting, for data calls and or reports.
    • Assist with office supply management, analyzing standard office needs, researching sources of supply, and notifying the Facilities Division in advance when supplies are required.
    • Assist with the planning, organization, and production of ONDO sponsored meetings, special events, seminars and  programs.
    • On behalf of the federal manager, maintain division's personnel performance management files, remind managers when plans and appraisal are due, assist with preparation and tracking, and ensure that documents are submitted  in a timely manner to Human  Resources.
    • Notify Human Resources of any pending staff changes and serve as liaison for personnel or training actions. Maintain records of directorate's training requests and completed attendance of training.
    • Serve as liaison with Facilities Division regarding any facilities-related needs of Directorate including space, furniture, property, and safety. Serve as representative on Occupant Emergency Planning team.
    • Sort, screen, review, and  distribute  incoming and  outgoing division mail.
    • May be required to provide Time and Attendance assistance for division federal employees, inputting records into the automated Time and Attendance system (webTA), providing instructions to staff, answering questions, sending  reminders to staff of biweekly submission deadlines, and transmitting files to Headquarters.
    • Other duties as assigned

    Required Qualifications

    • At least 3years of direct administrative experience.
    • Strong oral and written communication skills.
    • Proficient in all applications of Microsoft Offce suite including PowerPoint and Excel.
    • Proficient in Microsoft Visio.
    • Experience with correspondence, workflow, and other administrative tools.
    • SECRET clearance and the ability to obtain and maintain DHS Suitability.

    Preferred Qualifications

    • Experience providing adminstrative support to a Federal client.
    • Experience coordinating travel using Concur or another similar system.

    E3 Sell (Select the Only Available Option)

    E3 Federal Solutions (E3) is an award winning Veteran Owned business specializing in helping Federal clients solve their most challenging business problems. Our motivated and technology-enabled workforce utilizes proven management and technical consulting practices and applies agile principles and data-driven decision making to enable our clients to better meet mission requirements. We create significant value for our clients by bringing subject matter expertise across the Federal marketplace in the disciplines of Acquisition Lifecycle Management, Program Management Support Services, Systems Engineering and Technical Assistance, and Facilities and Engineering Management. Excellence, Accountability, Community, Humility and Integrity are the core values of E3 as we become recognized leaders in the management consulting community as trusted partners to Federal agencies and to industry. We are an organization that offers both our employees and clients an exceptional experience; our culture is contagious, and we always maintain a genuine reputation.

    EEO Statement (Select the Only Available Option)

    As an Equal Employment Opportunity / Affirmative Action employer, E3 Federal Solutions (E3) is dedicated to making all employment decisions without regard to race, color, sex (including gender and transgender status), age, religion, national origin, disability, marital status, veteran status, registered domestic partner or civil union status, gender identity, medical condition, genetic information, sexual orientation, or any other protected status in accordance with applicable federal, state, and local laws. E3 hires and promotes individuals solely on the basis of their qualifications for the job to be filled.

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