Major responsibilities include (not all inclusive): Independently performs assignments requiring the application of fundamental administrative management functions in the office. Maintains the Executive Director’s daily and long-range calendars. Exercises objectivity and a keen awareness of the role and responsibilities of the Executive Director and the CMTS in the calendar priority setting process. Discriminates between those appointments, briefings and meetings that require the Executive Director’s personal attention and those, which may be referred to appropriate CMTS Executive Secretariat staff and/or member agencies. Tracks and logs incoming meeting requests for Executive Secretariat activities. Responds to routine inquires on these activities and their status. Assists the Executive Director by providing technical assistance and guidance on the preparation, coordination, and administrative processing of actions, including the drafting and review of correspondence. Notifies appropriate staff members when technical advice is required. Maintains schedule of CMTS activity milestones and meetings. Screens telephone calls to the Executive Secretariat. Obtains background information to determine to whom a call should be directed or handled personally and provides background information, to staff for meetings, as appropriate. Arranges travel for the Executive Director; secures and confirms travel and lodging reservations; and prepares travel orders and requests for advancement of funds. Prepares travel vouchers for reimbursement of funds. Manages basic office administration functions including archiving office and meeting records, ordering supplies, organizing meetings by reserving conference space, arranging for telecommunications requirements, developing, and tracking building access security lists, providing escort to visitors, duplicating meeting materials, and providing logistics support as needed, whether a meeting is in the DOT building or elsewhere. Supports CMTS transfer of funds and acquisition capabilities which may include coordination of interagency correspondence, agreements, purchase requests, and communication with administrative staff of CMTS member agencies, including the Maritime Administration. Develops and maintains the content of CMTS social media including the web site and Facebook page by requesting updates from Executive Secretariat staff and CMTS members as needed. Researches and compiles marine transportation related materials and information of interest, pertaining to the development and distribution of the “MTS Notes” to CMTS members on, at least, a weekly basis. Skills / Certifications: Knowledge of, and skill in applying, fundamental office management practices and techniques; research capabilities; and analytical and problem-solving methods sufficient to: Understand the mission and responsibilities of the CMTS in the priority setting process. Perform the full range of the administrative assistant functions. Receive, review, and prioritize all incoming mail and web or phone inquiries. Respond to routine inquires on actions and their status. Exercise appropriate tact and judgment with high–level government and private sector leaders, whether political, military or career civilian in a service-oriented, and professional manner. Make travel arrangements for the Executive Director and contract staff. Perform basic office management functions, excluding inherently governmental functions. Demonstrate effective interpersonal skills in communicating and working with CMTS Executive Secretariat staff and members. Communicate clearly and concisely in both written and oral form. Develop, review, and edit correspondence and outreach information and materials. Navigate effectively simple social media including Facebook and standard web pages. Qualifications/Experience: An associate degree or higher in Science, and/or Arts from an accredited educational institution, At least three years of full-time experience working in the Federal Government or private sector, Experience performing all requirements described above. Understand Government Contract writing and Accounting Interface system. References Past Performance/References – a minimum of 3 professional references shall be provided as an attachment to the candidates resume and include the following information: a. Name b. Title c. Company d. Phone Number e. Email Address f. Affiliation g. Length of Affiliation (How long have you known the candidate) h. Recommendation Letter (attached on company letterhead) – preferred/not required This position requires a background check. This position is contingent upon award of a contract. IGH offers a competitive benefits program which includes: Paid Vacation and Sick Leave, 401K (4% company match), Company Paid Life Insurance Policy, and comprehensive Health, Vision, Dental and Disability plans. Twelve Federal holidays are observed. Additionally, any other day designated by Federal Statue, Executive Order or Presidential Proclamation will be observed. IGH is an Equal Opportunity Employer. We believe that no one should be discriminated against because of their differences, such as age, disability, ethnicity, gender, gender identity and expression, religion or sexual orientation. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law. IGH is committed to providing veteran employment opportunities to our service men and women. |
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