Administrative Assistant

JOB PURPOSE: 

Provide administrative support to the staff and clients of the Customs and Border Protection (CBP) Workforce Wellness Program (WWP) through various administrative functions to include, but not limited to filing and posting required paperwork, assisting with accounting and invoice submissions, scheduling appointments, and meetings, managing calendars, and maintaining organization records. 

ESSENTIAL JOB RESPONSIBILITIES: 

• General Duties 

• Manages daily assignments and ensures deadlines are met and work is completed correctly.  

• Prepares/modifies documents including correspondence, reports, drafts, memos, and emails. 

• Ensures maintenance of office equipment, including computers, copy machines and other equipment as necessary. 

• Respond to INFO emails and requests for information.  

• As requested, track and manage overall expenses in Expense Management systems. 

• Receive, enter, and manage expenses, invoices, receipts, and submissions. 

• Submit completed expense report in system according to deadlines. 

• Perform administrative duties in a timely and accurate manner. 

• Answer phones and take/forward messages. 

• Type, print and proofread documents. 

• Photocopy, scan and fax materials. 

• Distribute general client correspondence. 

• Schedule appointments for clients. 

• Maintain legal records and files for organization.  

• Manage travel.  

• Handle all details associated with travel arrangements including flights, local transportation, and accommodations. 

• Track and submit receipts. 

• Confirm travel related appointments and all other travel details. 

• Correspondence/Presentations 

• Draft and/or compose correspondence and presentations as assigned. 

• Provide presentation support, Excel Spreadsheets, or other presentations. 

• Expense Management 

• Manage credit card and related expenditures, prepare, code, and submit bills, invoices, receipts, and expense reports. 

• Organization of files and records 

• Manages files and makes copies. 

• Ensures documents are filed and maintained on SharePoint. 

• Serves as keeper/tracker of organizations documents. 

• Other Key Duties 

• Organize and maintain documents in a paper or electronic filing system(s); 

• Shipping documents or marketing materials as necessary. 

• Other duties as assigned. 

• Demonstrate Exceptional customer service, in Everything you do, by placing the child, family, Veteran or client first to support our mission to "Empower people to build better lives for themselves, their families, and their communities.

ESSENTIAL QUALIFICATIONS:   

EDUCATION: High School Diploma or GED required. Associate in business administration or relative field preferred. 

EXPERIENCE: 2-3 years’ experience in a larger organization preferred with proven experience in providing exemplary assistance and an in-depth understanding of administrative procedures. Must be proficient in MS Office (Word, PowerPoint, Excel). Must be an analytical mind with problem-solving skills, excellent organizational and multitasking abilities, and a team player with leadership skills. 

ATTENDANCE: Must maintain regular and acceptable attendance at such level as is determined in the employer’s sole discretion. Flexibility in hours required as needed for business purposes. 

LICENSES: Driver’s License with clear record. Microsoft Office Specialist Certification Preferred. 

VEHICLE: Must have daily use of a vehicle without prior notice. 

OTHER: Must be available and willing to travel to various locations and with such frequency as the business need dictates.