EverWatch is a government solutions company providing advanced defense, intelligence, and deployed support to our country’s most critical missions.  We are a full-service government solutions company. Harnessing the most advanced technology and solutions, we strengthen defenses and control environments to preserve continuity and ensure mission success.

EverWatch is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age (40 or older), disability, genetic information, citizenship or immigration status, and veteran status or any other factor prohibited by applicable law.

POSITION DESCRIPTION

The Administrative Assistant shall be responsible for maintaining and advancing key administrative functions for the Coordinator and his/her team. Duties and responsibilities include but are not limited to managing correspondence, developing and maintaining file management systems, tracking personnel hours, providing guidance on offic procedures, making travel

arrangements, and fulfilling research and information requests.

50% telework available.  

DUTIES & RESPONSIBILITIES

• Receive and screen incoming telephone calls and visitors. Answer questions regarding administrative and non-technical matters, take notes and prepare memos, production requests, etc.
• Input staff members and Coordinator’s travel authorizations and vouchers into the Agency’s travel system. Monitor authorization and voucher processing through payment system. Advise staff members on proper travel policies and procedures. Demonstrate initiative and good judgment in making arrangements on short notice.
• Prepare and process outgoing correspondence. Responsible for the format, procedural and grammatical accuracy, typographical accuracy, and any necessary attachments. Responsible for ensuring documents have been cleared by all appropriate staff and are procedurally Maintain current knowledge of established procedures for the preparation and clearance of correspondence, action documents, etc., and keep staff members informed.
• Establish, organize, and maintain a variety of files in a comprehensive, easy to use manner so that contents may be easily located, in accordance with Department records management procedures.
• Establish and maintain an accurate Employee Master Time and Attendance Record for each assigned employee on a bi-weekly basis. Ensure that each pay record is supported by appropriate documentation. Advise staff members on time and attendance policies and procedures. Ensure that data is timely and accurately submitted to the National Finance Center. Serve as liaison with the Human Resources Branch staff in resolving time and attendance discrepancies. Lock all Time and Attendance material in an area away from general contact with other
• Arrange for documents to be copied, as well as other administrative matters in accordance with general office procedures.
• Make arrangements for meetings, examinations, and depositions, including space, time, etc., and notify people who are to attend. Assemble indicated background material for staff members’ use and, as required, attend to take notes and prepare detailed or summary reports of proceedings.
• Receive and read incoming mail, including correspondence, reports, and instructions. Screen out items that the incumbent is authorized to handle, and forward the rest, together with necessary background material, to the appropriate staff members working on the projects.
• As requested or on own initiative, make careful and exhaustive searches for information difficult to obtain, compiles data, and make preliminary analysis for the Coordinator or other staff officers, as appropriate.
• Receive requests from other organizations within the Department of State for information concerning administration and policies. From available background data, assemble requested information or follow up to ensure that staff members submit required answers within the specified time.
• Provide advice and guidance to staff on applicable procedures, instructions, and other regulations pertaining to administrative matters.

MINIMUM QUALIFICATIONS

• U.S. Citizen or legal U.S. resident;
• A Bachelor’s degree from an accredited institution;
• Two to eight years’ experience in relevant field;
• Knowledge of, and demonstrated experience using, Microsoft Office Suite;
• Knowledge of, and skill in correct usage of, English grammar, spelling, punctuation, capitalization, and style;
• Demonstrated experience in the use of the telephone and voicemail.

PREFERRED QUALIFICATIONS

• Demonstrated experience working for or alongside the International Narcotics and Law Enforcement bureau with the Department of State.
• Demonstrated ability to provide excellent customer service.
• Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times