Benefits:
Bonus based on performance
Competitive salary
Free food & snacks
Title - Administrative Assistant
Client - Navy Location - Point Loma CA (Onsite) Neighborhood in San Diego
Job Description
Scope of Work
The Contractor will provide administrative support across various functions, assisting executives, management, and staff to ensure smooth daily operations. The key responsibilities include:
- Scheduling and Meeting Coordination
Schedule and coordinate appointments, meetings, and conferences with internal FHFA employees and external stakeholders.
Assist during meetings by arranging logistics, recording meeting minutes, and providing in-meeting support.
- Telephone Handling
Answer incoming telephone calls professionally and courteously.
Route calls to the appropriate staff member and respond to basic inquiries.
- Visitor Coordination
Receive and direct official visitors to appropriate personnel or meeting locations.
Assist in the completion of visitor access requirements for meetings and office visits.
- Document Creation and Editing
Prepare basic, non-technical documents including form letters, memos, speeches, and reports.
Edit and proofread documents for formatting, grammar, and spelling in line with FHFA policies and templates.
- Records Management
Support proper declaration, management, and disposition of agency records per FHFA's Records Information Management (RIM) policy.
Ensure files are correctly stored in accordance with division/office file plans and the FHFA records schedule.
- Office Supply Management
Monitor and restock office supplies as needed, following FHFA and office supply procedures.
- Office Equipment Support
Monitor office equipment functionality and report issues within one hour of detection.
Coordinate with service personnel and follow up to ensure timely repairs.
- Faxing and Photocopying
Fax and photocopy documents as requested.
Report incorrect fax numbers promptly to the requestor.
- Mail Processing
Receive, sort, distribute, redirect, and track incoming and outgoing mail.
Ensure timely preparation of mail for pickup and notify requestors if unable to meet deadlines.
- Travel Coordination
Assist in arranging travel and related documentation, including verifying trip details, obtaining clearances, and confirming reservations.
Support the preparation of travel vouchers and maintain accurate records of travel expenses and receipts.
- Training Coordination
Support the preparation and tracking of training requests.
Assist in scheduling and serve as a liaison with the appropriate office for training approvals and processing.
- Timekeeping Support
Input and monitor timecard data for payroll processing.
Ensure accurate and timely submission and correction of timecards.
Serve as the point of contact for timekeeping inquiries from division/office staff.
Personnel Qualifications
Minimum Education and Experience:
Associate's Degree preferred. Related federal government experience is an advantage.
In lieu of a degree, a minimum of three years of experience in administrative support roles will be considered.
Required Skills and Experience:
Strong written and verbal communication skills in English.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Familiarity with administrative tools and systems, including:
Records Management systems
SharePoint or similar platforms
Human Resource Information Systems (HRIS)
Correspondence and travel systems
Payroll systems
Preferred IT Tools Experience:
MAXIMO database
JIRA application
WebTA or QuickTime (for timekeeping)