Administrative Assistant III

SUMMARY

Bering Straits Native Corporation is currently seeking a qualified Administrative Assistant Level 3, for Consular Affairs in Washington, D.C.. The Administrative Assistant reports to the Division Chief/Director or EX Director or Deputy Director and provides diverse and complex duties in support of the Division. S/he provides professional administrative support in the day-to- day operations of the division or directorate.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

• Provides administrative support while working under tight deadlines. Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the supervisor's policies, directives, and instructions. Informs them of the supervisor's views on current issues and programs. Performs work of a general office support nature that encompasses a variety of different duties and responsibilities such as maintaining office supplies, ordering office supplies, monitor automation equipment: copier machine function, copier usage, scanner function etc. Inventories basic office supplies. Orders office supplies using ARIBA, GSD Tracker, and GSA Advantage.
• Assists with answering telephone calls: screens call, takes messages, and directs calls to the appropriate staff member or office. Updates the office’s directory, organizational chart, telephone tree, etc., as needed.
• Greets visitors and provides assistance at the front desk; responsible for escorting new employees and guests to and from the office, in addition to throughout the building, as appropriate. Welcomes guests and notifies employee of their arrival.
• Maintains the Division management’s schedule(s), to include duty rosters. Performs and certifies time and attendance records for all pay plans and types of leave following appropriate requirements and regulations. Tracks transition and leave plans for the office. Coordinates leave schedule for office personnel. Maintains office email distribution lists (CA-P, CA-P-Leadership, clips). Forwards all reports to the appropriate office for processing.
• Responsible for onboarding new staff, including ensuring new employee’s accounts are transferred, liaising with CST and IRM so that IT equipment for in-office and remote work is provided, and new staff have resources to navigate bureau and office. Maintains onboarding packet of materials provided to new staff. Assists with check out process for departing employees.
• Prepares briefing materials. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries.
• In support of CA/P staff, creates travel authorizations and process vouchers using E2 Solutions. Research travel plans, including obtaining choices of airline flights and hotels. Makes airline and hotel reservations when necessary.
• Coordinates seminars/conferences domestically and overseas for the assigned office. Coordinates events and scheduling with overseas posts. Coordinates administrative processes related to the operation of the assigned office. Coordinates arrangements for meetings and conferences, virtually and in-person.
• Performs and certifies time and attendance records for all pay plans and types of leave following appropriate requirements and regulations. Coordinates leave schedule for office personnel. Maintains office email distribution lists (CA-P, CA-P-Leadership, clips, Consular Outreach Overseas). Forwards all reports to the appropriate office for processing.
• Provides support to the Press Team by developing and maintaining office rotation calendar and press duty calendar.
• Support to Congressional Affairs Unit: maintaining template and repository of Bio Cards for Members who ask for briefings most frequently; assisting with planning, logistics, and execution requirements for domestic Congressional Outreach (virtual and in person) and cross-border trips; updating travel.state.gov/congress website (internal side), ensuring post contacts are updated frequently and work with Country Desks to update Foreign Embassies in D.C./U.S.
• Support to Travel.State.Gov website team: reviewing website customer feedback and routing it to correct POCs; review the broken link report and determine the correct URL; notetaking for Web Working Group meetings and user experience testing sessions.
• Support to Outreach Team: submitting GPA speaking requests through GPA Reviews; creating and maintaining Outreach calendar; tracking video and photography support requests and manages equipment checkout processes; building/updating the rolodex of travel organizations/people; assisting Consular Notification and Access (CNA) team with packaging and mailing out requested materials; relaying phone calls/messages, monitoring fax machine, and forwarding emails for CNA response; maintaining the Foreign Embassy contact website on travel.state.gov; scanning Principals’ and partners’ social media accounts for possible retweets; building travel Influencers database; and building / updating social media and Congressional Press list.
• Responsible for other duties as assigned.

QUALIFICATIONS - EXPERIENCE, EDUCATION AND CERTIFICATION

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required (Minimum Necessary) Qualifications

• Must be a U.S. citizen and possess or be able to obtain/maintain at minimum a SECRET clearance.
• High School Diploma,
• 5 years’ experience working in and administrative position.

Knowledge, Skills, Abilities, and Other Characteristics

• Contractor must be professional and highly motivated.
• Excellent organizational, communication, writing, and editing skills.
• Strong analytical and reasoning skills.
• Contractor must have excellent interpersonal skills in proactively addressing the needs of division clients.
• Contractor must be proficient in the use of Microsoft Office programs, E2 Solutions, SharePoint, GSD Tracker, and GSA Advantage.

Preferred

• High School Diploma, Bachelor’s Degree highly preferred.

NECESSARY PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.

DOT COVERED/SAFETY-SENSITIVE ROLE REQUIREMENTS

• This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job.

The job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily in a modern office setting. Occasional travel may be required.

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities.

ADDITIONAL QUALIFYING FACTORS

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to military installations.

Shareholder Preference

BSNC gives hiring, promotion, training, and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender, or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

Equal Opportunity Employer/Veterans/Disabled

We participate in the E-Verify Employment Verification Program. We are a drug free workplace.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)