Junior Analyst

For over 26 years HeiTech Services has delivered for our customers by living our name: Honor Excellence Innovationthe Hei in HeiTech. Were proud of a culture that puts mission first people always and continuous improvement at the center of how we work. If youre driven to make a meaningful impact and grow your craft wed love to meet you.

Job Type: Full Time (on-site M-F)

Work Location: Boston MA

Job Description:

The Administrative Assistant provides administrative customer service and operational support to a Federal regional office leadership team and program staff. This position serves as a primary point of contact for internal and external stakeholders and supports senior leaders supervisors and program staff through front office operations correspondence management time and attendance processing access control coordination and facilities liaison activities.

The Administrative Assistant exercises sound judgment discretion and independent problem-solving skills while handling sensitive information managing competing priorities and supporting mission-critical administrative functions. The position requires strong communication skills attention to detail and proficiency with standard office automation tools in a fast-paced environment.

Key Duties and Responsibilities:

• Screen and manage incoming telephone calls emails and visitors for senior leadership referring matters appropriately and independently resolving routine inquiries.
• Personally handle a wide range of requests for information from internal staff other government agencies and the public ensuring timely accurate and professional responses.
• Receive and assist visiting officials and interagency partners providing logistical and administrative support as requested.
• Respond to inquiries by clarifying needs gathering relevant facts and developing solutions based on knowledge of Government operations and prior experience.
• Coordinate with supervisors senior leadership and subject matter experts to develop responses to complex inquiries and remain informed of current policies procedures and responsibilities.
• Establish maintain and manage records and files to control the flow of correspondence and documentation for regional operations.
• Receive distribute and track incoming and outgoing mail for regional and remote offices.
• Create edit revise calculate retrieve store and produce documents such as correspondence reports spreadsheets calendars statistics mailing labels tables and graphs using Microsoft Office applications.
• Receive customer requests for additional services review and edit request forms for accuracy and completeness and route requests to the appropriate personnel for action.
• Serve as a designated Timekeeper by reviewing validating and correcting employee time and attendance records within an electronic timekeeping system.
• Coordinate with Human Capital or payroll offices to resolve time leave and pay discrepancies and maintain official time and attendance records in accordance with applicable policies.
• Track overtime usage and provide data to budget and management staff to support fiscal oversight.
• Safeguard sensitive and personally identifiable information in accordance with applicable policies and procedures.
• Receive requests for temporary additional or surge services and prepare required documentation for review and submission to designated technical representatives.
• Coordinate with facilities and other agencies to locate schedule and manage shared training and conference room space as needed.
• Liaise with facility maintenance providers to resolve office space and equipment issues including HVAC telephone lighting and other technical services.
• Manage secure access control systems for office spaces including issuing and deactivating access devices and codes for authorized personnel and visitors.

Minimum Qualifications:

• High School Diploma or equivalent.
• Administrative or clerical experience supporting leadership or program staff in a government or professional office environment.
• Demonstrated ability to handle sensitive information with discretion and sound judgment.
• Proficiency with Microsoft Office applications (Word Excel Outlook).
• Strong oral and written communication skills.
• Ability to prioritize tasks work independently and manage multiple assignments in a fast-paced environment.
• Able to pass and maintain a background suitability clearance.

Preferred Qualifications:

• Associates or Bachelors degree in Business Administration Public Administration or a related field.
• Experience supporting a Federal or public-sector environment.
• Prior experience serving as a Timekeeper or supporting electronic time and attendance systems.
• Experience with access control systems facilities coordination and scheduling shared spaces.
• Familiarity with administrative procedures correspondence standards and records management practices.

HeiTech Services is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We consider all qualified applicants without regard to race color religion sex (including pregnancy sexual orientation or gender identity) national origin age disability veteran status or any other protected status.
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