Administrative Support Specialist

Job description

Tuvli, an Akima Company, is dedicated to providing our customers with superior, integrated technology and program support services and solutions. Our systems engineering, information technology, information assurance, program support and project management staff work closely with customers to ensure that our solutions are directly aligned with their business processes and desired program outcomes. Our personnel enjoy competitive benefits packages and challenging roles in work environments committed to innovation, diversity and opportunity for career growth. As an Alaska Native Corporation (ANC), 100% of our company's profits go back to our more than 14,000 Iñupiat shareholders that have resided near and above the Arctic Circle for more than 10,000 years. Our business helps support their way of life and contributes to the survival of a culture that has thrived in a challenging environment.

Job Summary:

This is a non-personal services task order to provide Administrative Support Services for the Near Eastern Affairs (NEA). The Government shall not exercise any supervision or control over contractor personnel, who are the service providers performing the services described herein. Such task order service providers shall be accountable solely to the Contractor who in turn is responsible to the Government.

Responsibilities:

• Receive, schedule, refer calls and visitors as appropriate.
• Handle many requests on behalf of office staff. Referring only those they cannot answer to appropriate staff member or office or official.
• Receive calls from the public and other agency personnel.
• Schedule appointments of staff members and schedule meetings and luncheons.
• Respond to administrative problems.
• Notify the appropriate management officers of the need for information.
• Prepare responses to inquiries for information.
• Maintain the Director's calendar. Establish priorities and assure all of the Director's obligations are met.
• Make arrangements for meetings and conferences. Inform participants.
• Maintain public calendar for the NEA/IR conference room and facilitate access to the conference room for other State Department offices and visitors.
• Coordinate with NEA staff to ensure office coverage and equitable division of office tasks.
• Serve as the office manager, ensuring office systems run smoothly.
• Including coordinating with IT services for technical support.
• Responsible for managing office SharePoint sites on the unclassified and classified systems. Track related subject matter reports and conducts quantitative analysis of reports.
• Process and review all incoming and outgoing letters, memos and related correspondence.
• Prepare reports, memoranda and other forms of written communication, as requested by Director or Deputies.
• Compose and edit letters, reports and general office memoranda for publication and distribution on behalf of the Director or other senior level officers.
• Prepare public presentation outlines.
• Develop standard letters in response to inquiries.
• Screen selected publications and periodicals, and bring to the Director's attention articles on subjects that may affect Office program.
• Maintain a file for correspondence and events for the Director.
• Maintain appointments, calendars and schedules.
• Schedule appointments, coordinate meetings, and schedule organizational conference meetings.
• Coordinate all travel for the office using the Government Travel authorization program (Travel Manager).
• Prepare travel authorizations based on information provided by traveler.
• Prepare trip itinerary, obtain travel expenses estimates, such as MI & E costs, taxi, and hotel costs.
• Upon completion of trip, assists travelers in preparing electronic travel vouchers.
• Follows up with travelers to ensure all expense documents have been submitted within 30 days.
• Maintain office files.

Qualifications

Minimum Qualifications:

• Minimum four years' experience managing the schedule for senior leadership at the Director level or above.
• Minimum four years' experience making travel arrangements, including airline and hotel reservations, as well as processing travel vouchers for a federal agency.
• Minimum four years' experience arranging and scheduling meetings to include logistics, such as reserving meeting rooms, setting up telephone and video conferences, preparing tent cards, and obtaining catering.
• Minimum four years' experience preparing business correspondence, such as letters, memoranda, reports and electronic mail.
• Minimum four years' Office management experience.
• Minimum four years' working knowledge of computers and general administrative practices.
• Minimum associate degree (preferably in Office Administration or equivalent)
• Minimum four years' working experience of SharePoint.
• Top Secret clearance required.

In accordance with President Biden's Executive Order 14042, you must be able to meet all health requirements, including but not limited to, current and future vaccination requirements to infectious diseases such as COVID-19. The Executive Order generally requires that all federal workers and federal contractor employees be fully vaccinated by December 8, 2021.

The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required. Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary. We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

We are an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at or . Reasonable accommodation requests are considered on a case-by-case basis.

The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance to apply to an open position using our website.

Please do not use the dedicated email or phone number above to inquire on the status of your job application.

In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.

Shift: Day Job

Primary Location: US-DC-Washington

Organization: Tuvli, LLC

Job: Office & Administrative Support

Closing Date (Period for Applying) - External: Ongoing

Travel: Yes, 25 % of the Time

Clearance Level: TS