Administrative Assistant III

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We're committed to bringing passion and customer focus to the business.

SUMMARY

The Administrative Assistant III provides executive level administrative support for the United States Department of Agriculture (USDA) Farm Service Agency (FSA), Farm Loan Program leadership and will also support the larger program team. Handles a wide variety of administrative functions and situations, which includes handling sensitive or confidential information. Possesses facility with technology such as SharePoint/Teams and Excel. 

This is a hybrid position requiring two (2) days onsite weekly. 

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.  

ESSENTIAL REQUIREMENTS

Must be able to obtain a customer clearance for access to facilities, equipment and property.

KEY DUTIES AND RESPONSIBILITIES

Provides administrative support to executive level staff. Performs a variety of advanced and routine administrative/clerical functions.

Helps to ensure workflow efficiency amid complex tasks and constantly changing priorities. Uses the utmost discretion when handling confidential information.

Attends meetings and prepares summary notes of meeting discussions as requested. Submits notes for approval from meeting sponsor and distributes notes as directed.

Coordinates and manages schedules and calendars for executive staff and Working Group meetings. Creates or responds to meeting invitations and inquiries on behalf of others as directed. Notes dates and times of important events, and reschedules meetings as needed.

Responds to inquiries and information requests in an efficient manner. Recognizes potential problems/issues and refers them immediately to the appropriate Point of Contact 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.

Integrates a variety of office automation software to generate specific working documents and forms. Provides technical assistance when needed.

Assists with arrangements for meetings, presentations, and video conferences. Prioritizes scheduling and ensures appropriate room setup, equipment, and materials are operational and ready in advance.

Balances multiple, quick turnaround, high priority tasks.

Monitors email boxes of executives and provides a daily summary of emails received and reminders of upcoming deadlines.

Track internal and congressional correspondences, monitor due dates and provide updates to executive level staff.

Coordinates travel schedules, authorization, vouchers, and receipts. Books hotels and flights, reconciles expenses and acts as the primary point of contact for travel related questions.

Provides administrative support for task tracking workflow and processes utilized by executives and managers.

Coordinates and assists with implementing hiring programs and facilitates workforce engagement and recognition programs.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output. 

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION/EXPERIENCE

Must have relevant education and administrative support experience as specified below.

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

High level experience using SharePoint and Microsoft Outlook Calendar is required.

Associate degree and minimum of six (6) years’ relevant experience; Bachelor’s degree preferred.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Operational knowledge and skill in administrative/clerical practices and systems, such as word processing, presentation development, records management, schedule/time management, and other office procedures and terminology.

Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Access, Visio, etc.