Administrative Assistant II

Chickasaw Nation Industries, Inc.•Atlanta, GA

About The Position

The Administrative Assistant provides executive level administrative support for leadership within the National Center for Environmental Health (NCEH), Agency for Toxic Substances and Disease Registry (ATSDR) of the Centers for Disease Control and Prevention (CDC). This position handles a wide variety of administrative and operations support functions and situations. Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business (Technology, Infrastructure & Engineering, Health, Manufacturing, Public Safety, Consulting, and Transportation) for the federal government and commercial enterprises. A portion of our profits is used to support Chickasaw citizens. We are proud to support the economic development and long-term viability of the Chickasaw Nation and its people. CNI offers premium benefits eligible on the first day of hire to full time employees; (Medical - Dental – Vision), Company Life Insurance, Short-Term and Long-Term Disability Insurance, 401(K) Immediate Vesting, Professional Development Assistance, Legal Aid Assistance Program, Family Planning / Fertility Assistance, Personal Time Off, and Observance of Federal Holidays. As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.

Requirements

Must be able to obtain and maintain the required customer clearance for access to systems, facilities, equipment and property.
Working knowledge of administrative procedures and activities within the OPHPR
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, schedule / time management, as well as other office procedures and terminology
Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)
Excellent written and verbal communications skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
Ability to work after hours, nights and/or on weekends, when required.
Ability to conduct activities remotely and to work from home one day per week, if required
Associates Degree and four (4) years’ of administrative support experience or equivalent combination of education / experience.
Expert level experience using Concur Travel Tool and Microsoft Outlook Calendar is required.

Nice To Haves

Prior experience supporting executive level staff for a federal government agency or for high-ranking public officials preferred.

Responsibilities

Provides administrative support to the executive staff.
Performs a variety of advanced and routine administrative / clerical functions in support of the department’s mission.
Helps to ensure workflow efficiency amid complex tasks and constantly changing priorities.
Uses the utmost discretion when handling confidential information.
Coordinates and manages the daily schedules and calendars for executive staff.
Responds to meeting invitations and inquiries.
Notes dates and times of important events; and reschedules meetings, as needed.
Provides travel support for the branch / team members.
Makes travel arrangements / reservations (i.e., airline, lodging, transportation, etc.).
Prepares a variety of travel documents such as travel orders, memos, vouchers, and other support documents for authorization and disbursement of funds.
Prioritizes scheduling of all branch / team conference rooms, and resolves any scheduling issues.
Greets visitors in a timely and professional manner.
Determines the nature of business, and directs visitors appropriately.
Answers telephone, gives information to callers, routes call to appropriate person, and places outgoing calls.
Applies professional etiquette in telephone conversations (i.e., tact, courtesy, intelligence, etc.) based on functional knowledge of program operations, personnel, and policies. Also routes and/or responds to incoming faxes and emails, as directed.
Responds to inquiries and information requests in an efficient manner.
Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact (POC) for resolution.
Prepares a variety of documents such as informational emails, memos, forms, letters, reports and spreadsheets. Ensures documents conform to instructions.
Coordinates the efforts of various staff members, and ensures suspense dates and times are met.
Reviews documents for accuracy prior to distribution.
Prints and assembles briefing packages, as required.
Properly sorts and distributes mail to branch / team members.
Maintains accurate and accessible electronic and hardcopy file systems.
Performs a variety of related tasks such as making copies, scanning, and classifying, indexing, filing, storing and retrieving of material. Provides file summaries to supervisor and/or staff as directed.
Orders and maintains office supplies and shipping / mailing materials.
Maintains office equipment, and submits service requests, when necessary.
Integrates a variety of office automation software to generate specific working documents and forms. Provides technical assistance when needed.
Assists with routine bookkeeping processes in the OD (i.e., enters invoices in ICE, supports PMO with tracking of unliquidated obligations, etc.).
Attends required meetings, such as Travel Preparer biweekly meeting. Attends additional meetings upon request. May be required to prepare summary notes of meeting discussions, submit notes for approval from meeting sponsor, and distribute notes as directed.
May be required to assist with arrangements for meetings, presentations and video conferences. Prioritizes scheduling, and ensures appropriate room setup, equipment and materials are operational and ready in advance.
May be required to provide administrative support for emergency activities, exercises, or responses; and may require work at home and/or on weekends and nights. As a result, this position may require telework arrangement for one-day-per-week at-home work, to ensure ongoing, routine ability to conduct activities remotely.