Administrative Assistant

JOB PURPOSE:

Provide administrative support to the staff and clients of the Customs and Border Protection (CBP) Workforce Wellness Program (WWP) through various administrative functions to include but not limited to filing and posting required paperwork assisting with accounting and invoice submissions scheduling appointments and meetings managing calendars and maintaining organization records.

ESSENTIALJOBRESPONSIBILITIES:

• General Duties

• Manages daily assignments and ensures deadlines aremetand work is completed correctly.

• Prepares/modifiesdocuments including correspondence reports drafts memos and emails.

• Ensures maintenance of office equipment including computers copymachinesand otherequipmentas necessary.

• Respond to INFO emails and requests for information.

• As requested track and manage overall expenses in Expense Management systems.

• Receive enter and manage expenses invoices receipts and submissions.

• Submit completed expensereport in systemaccording to deadlines.

• Perform administrative duties ina timelyandaccuratemanner.

• Answer phones and take/forward messages.

• Typeprintand proofread documents.

• Photocopyscanand fax materials.

• Distribute general client correspondence.

• Schedule appointments for clients.

• Maintain legal records and files fororganization.

• Manage travel.

• Handle all details associated with travel arrangements including flights local transportation and accommodations.

• Track andsubmitreceipts.

• Confirm travel related appointments and all other travel details.

• Correspondence/Presentations

• Draft and/or compose correspondence and presentations as assigned.

• Provide presentation support Excel Spreadsheets or other presentations.

• Expense Management

• Manage creditcardand related expenditures prepare code andsubmitbills invoices receipts and expense reports.

• Organization of files and records

• Manages filesand makescopies.

• Ensures documents are filed andmaintainedon SharePoint.

• Serves as keeper/tracker oforganizationsdocuments.

• Other Key Duties

• Organize andmaintaindocuments in a paper or electronic filing system(s);

• Shipping documents or marketingmaterialsas necessary.

• Other duties as assigned.

• DemonstrateExceptionalcustomer service inEverythingyou do by placing the child family Veteran or client firstto supportour mission to Empowerpeople to build better lives for themselves their families and their communities.

ESSENTIALQUALIFICATIONS:

EDUCATION:High School Diploma or GEDrequired. Associate in business administration orrelativefield preferred.

EXPERIENCE:2-3 years experience in a larger organization preferredwithproven experience in providing exemplaryassistanceandan in-depth understanding of administrative procedures. Must be proficient in MS Office (Word PowerPoint Excel). Must be an analytical mind with problem-solving skills excellent organizational and multitasking abilities and ateam player with leadership skills.

ATTENDANCE:Mustmaintainregular and acceptable attendance at such level as isdeterminedin the employers sole in hoursrequiredas needed for business purposes.

LICENSES:DriversLicense withclear Office Specialist Certification Preferred.

VEHICLE:Must have daily use of a vehicle without prior notice.

OTHER:Must be available and willing to travel to various locations and with such frequency as the businessneeddictates.