Administrative Assistant

Office of Disaster Recovery; United States; On-site; USD 45,000 - 70,000; Full time

Job summary

The Office of Disaster Recovery is seeking an administrative support specialist to coordinate services for disaster programs. The successful candidate will manage executive schedules, travel arrangements, and prepare reports, while liaising with other units to provide essential support.

Preferred qualifications include a Bachelor's or Associate's Degree with significant experience in administrative roles, particularly in government or similar settings. This position involves both independent and collaborative work.

Qualifications

• 3 years of administrative experience in a business or government agency.
• Experience in office administration and fiscal affairs.
• High School Diploma with 5 years of relevant administrative experience.

Responsibilities

• Acts as principal assistant on administrative matters.
• Coordinates travel arrangements and meetings.
• Manages executive schedules and prepares reports.

Skills

Knowledge of fiscal management principles

Skill in Microsoft Word

Skill in multi-tasking

Ability to work independently

Ability to analyze complex material

Education

Bachelor's or Associate's Degree

Tools

Microsoft Excel

ERP system

Job description

This positionprovidesadministrative supportand coordination ofservices for disaster programs.Theincumbentis expected to use considerable judgment in applying departmental policies and procedures.

ESSENTIAL FUNCTIONS

• Acts as principal assistant on administrative matters relating to disaster programs.
• Maintains liaison with other organizational units, providing support services such as data processing, accounting, purchasing, printing, and personnel matters.
• Collects data for and assists in the preparation of the administrative aspects of the disaster program budget requests.
• Investigates administrative problems and makes recommendations for solutions.
• Provides assistance in planning and implementing administrative improvements, including organizational changes and work systems.
• Handles phone inquiries, directs calls, and provides basic company information.
• Coordinates and arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans, organizes, and implements events such as meetings, business luncheons, or client dinners.
• Manages the executive schedule and acts as a liaison for the executive team.
• Prepares reports, presentations, and data and maintains files, records, and correspondence for meetings.
• Handles confidential information; organizes and maintains files and records, memos, and other documents and correspondence.
• Prepares information and research for executive needs.
• Performs other related duties as assigned to support the division.

SECONDARY POSITION TASKS

• Performs other related duties and responsibilities as assigned.

KNOWLEDGE

• Knowledge of principles, procedures, and problems of fiscal management and their adaptation to the department.
• Knowledge of government budget and administrative practices and procedures.
• Knowledge of office management principles, procedures, and techniques and their adaptation.
• Skill in computer applications to include Microsoft Word, Excel, and the ERP system.
• Skill in general office equipment such as telephone, fax, printers, copiers, calculators, and computers.
• Skill in written and communication skills.
• Skill in multi-tasking.
• Ability to acquire knowledge of and proficiency with departmental rules, regulations, policies, and procedures.
• Ability to acquire knowledge of all other divisions and department organization and programs.
• Ability to analyze, edit, review, and interpret complex technical material.
• Ability to plan and supervise administrative control systems.
• Ability to establish and maintain effective and cooperative working relationships with all levels of management and staff and outside agencies.
• Ability to work independently and collaboratively.
• Ability to prepare statistical, financial, and other reports.
• Ability to maintain confidential records and files.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to abide by strict ethical standards, integrity, objectivity, and confidentiality.

POSITION REQUIREMENTS AND QUALIFICATIONS

A. Preferred Qualifications:

1. Bachelor’s or Associate’s Degree and three (3) years of administrative experience in a business or government agency with responsibility for assisting in the direction and or coordination of personnel, office administration, fiscal affairs, and other support services.
2. High School Diploma and its equivalent and five (5) years of administrative experience in a business or government agency providing administrative support in the direction and/or coordination of personnel, fiscal affairs, office administration, and other support services.

B. Level of experience:

• An equivalent combination of education and experience may be accepted.

APPLICATION INSTRUCTIONS

Applicants must submit a cover letter and resume via the ODR website or by email to [e-mail]. This position will remain open until filled.