Secretary (Administrative Assistant) - Loveland, CO

ATTENTION MILITARY AFFILIATED JOB SEEKERS Our organization works with partner companies to source qualified talent for their open roles. The following position is available toVeterans Transitioning Military National Guard and Reserve Members Military Spouses Wounded Warriors and their Caregivers. If you have the required skill set education requirements and experience please click the submit button and follow the next steps. Unless specifically stated otherwise this role is OnSite at the location detailed in the job post.

Job Description
This position provides principal secretarial support in an office usually to one individual and in some cases to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the daytoday activities of the supervisor and staff works fairly independently receiving a minimum of detailed supervision and guidance and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization programs and procedures related to the work of the office. Computers may exist in the environment requiring working knowledge of certain office software programs.


Responsibilities
Administrative Assistant handles differing situations problems and deviations in the work of the office according to the supervisors general instructions priorities duties policies and program goals. Duties include or are comparable to the following:

Screen telephone calls visitors and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the supervisor appropriate staff member or other offices prepare and sign routine nontechnical correspondence in own or supervisors name.
Schedule tentative appointments without prior clearance.
Make arrangements for conferences and meetings and assemble established background materials as directed.
May attend meetings and record and report on the proceedings.
Review outgoing materials and correspondence for internal consistency and conformance with procedures; assure that proper clearances have been obtained when needed.
Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer nonroutine requests to supervisor or staff.
Explain to subordinate staff supervisors requirements concerning office procedures coordinate personnel and administrative forms for the office and forwards for processing.
Uses WAPAs existing systems and software (e.g. Microsoft Outlook Microsoft Office Suite including Word Excel PowerPoint etc.) and various automated/electronic systems including timekeeping financial procurement and travel.
Prepare in final format from draft or handwritten materials a variety of documents using WAPA standard software including letters memorandums forms reports studies vacancy announcements position descriptions specifications and legal documents.
The nature of the task may range from routine business projects to highly technical engineering documents.
Ensure all documents are accurate in spelling grammar punctuation and format prior to finalizing.
Process outgoing letters and memorandums ensuring enclosures attachments courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
Provide miscellaneous data entry and electronic file support including purchase requisitions general purchase reservations and purchase orders for supplies and services training and travel forms daily work report and time and attendance.
Data entry shall be completed in WAPAs Financial Information Management System (FIMS) Strategic Integrated Procurement Enterprise System (STRIPES) Automated Time Attendance and Production System (ATAAPS) and other required programs.
Make travel arrangements considering regulations routes cost containment availability and conveyance.
Complete travel forms and/or enter in electronic travel system Concur.
Notify personnel of travel arrangements.
Plan itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
Process invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO) forward to the appropriate personnel for verification and receipt of supplies and services.
Contact vendors on invoice discrepancies and payment issues.
Complete monthly reconciling of credit card statements. Input accruals or provide information for end of period and fiscal year end.
File and or scan documents correspondence and forms. Update and organize existing files. Close out files and contracts for storage.
Assist with NonPersonally Identifiable Information (PII) paperwork dealing with Government employee background checks benefits Office of Workers Compensation drug testing program employee physicals and other as requested.
Other duties as assigned supervisor in line with position and WAPA department.
Additional Qualifications/Responsibilities
Qualifications
High School Diploma/GED.
Current valid Drivers License.
Minimum 3 years of work experience using MS Suite (Word Excel PowerPoint).
Minimum 3 years of work experience arranging meetings booking appointments arranging travel and preparing correspondence.
Data entry experience to include purchase requisitions purchase orders reimbursements.
Able to obtain Suitability.