Administrative Assistant
Job Overview
The individual will serve as an Administrative Assistant for a Division or Staff Office for GSA in the Heartland
Region. This person administers, monitors, and controls the full range of administrative, clerical and internal
management support functions for the Division or Office. The individual also monitors and maintains existing
internal administrative, clerical and information systems for the Division or Office.
Responsibilities and Duties
● The administrative assistant ensures that all internal processes, procedures and practices are established,
operating efficiently, and are providing the Division Director and associates with information and support
necessary to accomplish the functions of the business line. Systems include, but are not limited to:
o Correspondence management and control
o Files establishment and maintenance
o Directives receipt and distribution
o Mail receipt and distribution
o Receipt, screening and referral of phone calls
o Coordinate hiring and staffing functions
o Communicate building wide correspondence
o Coordinate computer and personal visitors
o Internal processing of personnel-related functions such as recruitment actions, training/employee
development actions, audit report processing
o Ordering office supplies
o Travel processing.
● The person may also be responsible for management and input of the timecards for approximately 30-50 associates.
● The individual may serve as the focal point and information resource for the organization's supervisors and
employees on administrative procedures and requirements and should provide procedural advice on administrative procedures.
● The administrative assistant should continuously review the effectiveness of administrative processes and develop recommendations for improvements.
● The individual implements and monitors approved changes to internal administrative processes, coordinates feedback from the organization's supervisors and employees to ensure that administrative processes are supporting the primary mission and functions of the business lines of the organization.
● This person may perform and/or coordinate with other administrative or contract personnel (ex. clerical,
secretarial) within other Divisions, the following functions:
o Receipt and distribution of mail, directives, correspondence, phone, computer and personal visitors
o Maintenance of the Director's calendar
o Travel arrangements for Director and staff
o Maintenance of the organization's files and personnel documents
o Time and attendance processing
o Preparation of documents such as travel and training requests
o Development of critical correspondence for key officials such as the Director.
● Monitoring use of Government wide commercial credit card to pay for small purchases with guidance.
● Resolving problems related to delinquent or overdue payments involving Government credit card users for both travel and purchase cards with guidance.
● Performing Electronic Acquisition System proxy functions (i.e. EASi, Pegasys, or other systems) for assigned field office(s).
● Manage and facilitate ePACS enrollments and tracking.
● Manage GSA contractor security clearances including documentation, coordination, and tracking.
● Manage micro purchase requests.
● Manage GSA GOV Fleet.
● Performing (RWA Entry & Tracking Application) RETA functions to include administrative support of agency overtime utility estimates (OUEs) supporting Building Management personnel.
● Other administrative duties, typical of an administrative assistant in the commercial sector, may be assigned as needed.
Minimum Qualifications
● Three or more years in an administrative capacity, preferably with a Government agency or contractor including:
Specialized experience administering and monitoring administrative, clerical and internal management
support functions for an organization and providing customer service to a wide array of internal and external customers.
Use of spreadsheet software and word processing software to manage information; maintaining tracking systems; developing reports and entering information into databases.
Job Type: Full-time
Pay: $27.00 - $29.02 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Administrative: 3 years (Required)
Ability to Relocate:
- Saint Louis, MO 63132: Relocate before starting work (Required)
Work Location: In person