Administrative Assistant

Administrative Assistant Minimum Education and Experience: A minimum of a high school diploma isrequired. A minimum of four (4) years of experience performingadministrative duties is required. At least two (2) years of experiencegained through employment with a contractor is desired. Knowledge of andexperience with systems and/or procedures is desired. Examples of systemsinclude records management, SharePoint or similar, information systems,human resource information systems, correspondence systems, travel systemsand payroll systems. Ability to communicate in English both orally and inwriting. Proficient in various types of Information Technology resourcessuch as Microsoft Office Suite products. 2.1.1 Arranging Appointments, Conferences, and Meetings The Contractorshall assist with scheduling meetings, arranging appointments, conferences,and meetings with internal FHFA employees and members of the privatesector. Upon request, the contractor shall provide assistance toexecutives, management and staff during meetings to include, but notlimited to: arranging and coordinating logistics; recording meetingminutes; and providing in meeting logistical support. 2.1.2 Answer Telephone Calls The contractor shall answer telephone callsand route to the appropriate staff member as necessary. All calls shall beanswered in a professional and courteous manner as soon as they arereceived. The contractor shall respond to basic inquiries and redirectcalls as necessary based on the needs of the caller. 2.1.3 Receive and Coordinate Official VisitsThe contractor shall receive visitors when required and direct them to theappropriate location or staff member. Aid executives, management, and staffin submitting and completing visitor access requirements for officialmeetings and office visits. 2.1.4 Create and Edit DocumentsUpon request, the contractor shall create basic, non-technical documentsusing appropriate word processing software. These documents may include,but are not limited to, form letters, memoranda, speeches, and reports. Thecontractor shall also edit office documents as requested. Editing includes,but is not limited to, proofreading as well as correcting format, grammar,and spelling errors. The Contractor shall create and proofread documents inaccordance with the FHFA Official Documents Policy and approved FHFAtemplates. 2.1.5 Records ManagementThe Contractor shall provide support to executives, management, and staffto aid in the proper declaration, management, and disposition of Agencyrecords in accordance with FHFA’s Records Information Management (RIM)policy. The Contractor shall ensure files are stored in the appropriatelocation in accordance with Division/Office File Plans and FHFA’scomprehensive records schedule. 2.1.6 Maintain Office SuppliesThe Contractor shall monitor office supplies in the designated location forexecutives, management and staff and reorder and restock as necessary, inaccordance with FHFA and division/office supply guidelines and procedures. 2.1.7 Maintenance and Use of Office EquipmentThe Contractor shall monitor all office equipment and contact theappropriate staff or service personnel when problems arise. The Contractorshall report malfunctioning equipment within one hour of notification ordetection. The Contractor shall follow up with the responsible staff toensure that equipment is repaired appropriately. 2.1.8 Faxing/Photocopy DocumentsUpon request, the Contractor shall fax and/or photocopy documents for BOBor other required staff. Faxes shall be sent to the proper fax number asindicated on the request. The Contractor shall report bad fax numbers tothe requestor immediately. 2.1.9 Process MailThe Contractor shall, upon request and requirement, receive, sort,distribute, redirect, and forward incoming mail. The Contractor shallmaintain a tracking system for incoming and outgoing controlled mail. Asrequested, the Contractor shall also package, send and deliver outgoingmail. All items received by the Contractor prior to 3 hours in advance ofthe deadline for US Postal Service or Overnight Carrier pickup shall beprepared for pick-up prior to thedeadline. The Contractor shall immediately notify the requester when notable to process the outgoing item prior to that day's pick-up time set bythe appropriate carrier. 2.1.10 Assist with Travel ArrangementsThe Contractor shall assist in the preparation of travel arrangements andrelated documents. Preparation includes, but is not limited to, verifyingthe nature of the travel, obtaining necessary clearances, coordinating withthe appropriate government travel contract agency, confirming reservations,responding to questions related to allowable travel costs, and making anyother logistical arrangements. Travel preparations shall be initiated forthe traveler. The Contractor shall assist with making travel arrangementsin the Government Travel System. The Contractor shall assist staff withtravel vouchers and maintain accurate records of travel costs incurred bydivision/office staff and including travel receipts. 2.1.11 Assist with Training RequestsThe contractor shall assist executives, management and staff with thepreparation, submission, and approval of training requests. The Contractorshall process and monitor training requests for division/office staff andprovide assistance with scheduling, and liaison with the appropriate officeto ensure processing. 2.1.12 TimekeepingThe Contractor shall monitor/input required timecard data for payrollprocessing and verify data entry for accuracy and timely submission. TheContractor track on time completion, validation and certification oftimecards and timecard corrections. The Contractor shall serve as theinitial point of contact for division/office staff timekeeping inquires andquestions.