Administrative/Access Control Assistant

Summary

The Administrative/Access Control Assistant will provide receptionist services for Chenega's support of Project Synergy in addition to administrative, travel, clerical and accounting support to Chenega's program staff and keep official program records.

Responsibilities
  • Provide front desk functions to serve visitors by greeting, welcoming, and directing them appropriately; notifies company/program personnel of visitor arrival Monday - Friday 8:30 AM to 5:30PM.
  • Direct visitors by maintaining employee and department directories; giving instructions.
  • Maintain security by following set procedures for verifying identity and access, managing the visitor logbook, issuing and reconciling visitor badges.
  • Maintain safe and clean reception area by complying with procedures, rules, and regulations.
  • Maintain continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
  • Provide administrative support, including telephone coverage, copying, faxing, supply control, and internal and external communications.
  • Maintain all general administrative support functions to the office to ensure efficient utilization of time and resources.
  • Screen incoming calls and correspondence and respond independently when needed.
  • Administer office operations and provide Chenega staff with appropriate documents and records.
  • Schedule and organize calendar activities and organize activities such as meetings, travel and office activities.
  • Assist in the preparation of briefings, program abstracts, summaries and analyses are required as well as standardizing briefing formats, weekly activity reporting and directory structures.
  • Assist the company Program Controllers with invoice payment and processing as needed.
  • Assist management team with Purchasing Cards coding, expense reporting queries and follow-ups, daily time collection and other ad hoc activities as needed.
  • Other duties as assigned

Qualifications
  • Associate degree or 3+ years of experience in administration, customer service in professional services or uniformed service.
  • Experience with acquisition process and terms, S&T knowledge management, and technical editing.

Knowledge, Skills and Abilities:
  • Ability to pass a Microsoft Office skills test at 80% or above and type a minimum of 50 WPM.
  • Ability to obtain a Secret Clearance.
  • Exceptional written and oral communication skills with a full mastery of the English language, including proper grammar and spelling.
  • Adept with telephone skill and verbal communications, Microsoft Office, listening, professionalism, customer focus, organization, informing others, handling pressure, and task management.
  • Working knowledge of a variety of computer software applications, including Microsoft Word, Excel, Access, PowerPoint, SharePoint, and Outlook.
  • Must have the ability to work evenings, weekends or holidays as required, to meet business needs.
  • Ability to handle multiple assignments concurrently, balancing priorities to meet deadlines.
  • Ability to work independently and as a member of a team.
  • Must be highly professional and flexible to meet with customers, contractors and vendors.
  • Must be able to handle multiple requests from various teams and tasks.
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
  • Ability to maintain high levels of confidentiality when dealing with proprietary information and sensitive situations.
  • Ability to present professionally to senior leadership and outside clients.
  • knowledge of SharePoint, Deltek, and Smartsheet a plus.
  • #Chenega Systems, LLC

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