Administrative Assistant

XLA is looking for an Administrative Assistant to work at a federal agency in Lexington, KY.  The Administrative Assistant’s duties may include, but not limited to:

• Assembling, copying, faxing and scanning a variety of materials and ensuring proper distribution of copies as required
• Maintaining a variety of office logs and files
• Maintaining calendars and schedules
• Greeting visitors, answering the main office phone, and taking messages as required
• Maintaining main staff directories
• Preparing, writing, and editing a variety of correspondence including letters and memos
• Preparing, creating, formatting, and editing spreadsheets, presentations, and charts
• Assisting with performing searches of electronic and hardcopy files and databases for records, supportive data, and historical documents
• Assisting in preparing or drafting initial correspondence in response to requests and in preparing an array of other documents for release in response to requests
• Responding to first line inquiries from a wide variety of key public, internal, and external constituencies
• Submitting and following up on requests for services (i.e. telephone, key request, and help desk, etc.)
• Arranging for housekeeping, facility, and vehicle services
• Ensuring office equipment is maintained and functional
• Preparing all types of travel orders using DEA specified travel process
• Preparing vouchers and making travel arrangements
• Answering/Researching general travel related questions
• Maintaining travel associated files
• Organizing and supporting workshops and meetings
• Coordinating with DEA travel office to make travel arrangements for meeting attendees
• Preparing notebooks, invitations, agendas, and support documents
• Reserving space for meetings
• Coordinating logistical and administrative arrangements for guest speakers and meeting attendees
• Providing administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes or reports from meetings
• Receiving and processing incoming mail including preparing requests for FedEx shipments, UPS, and other priority mail services, and couriers
• Preparing purchase requests for office supplies
• Preparing purchase requests for office equipment and services and Division Procurements
• Answering questions and investigating discrepancies related to purchases
• Entering payment information into internal and external administrative databases
• Requesting property passes and property transfers
• Answering questions, assisting with tracking, and maintaining associated files
• Assisting personnel with equipment inventories
• Preparing personnel packages as needed
• Assisting with various logistics required for recruitments
• Processing and entering training requests
• Assume timekeeper responsibilities, including preparing all paperwork associated with overtime requests

Qualifications:

• Must encompass high-level skills in the following areas: organization, time management, the ability to multi-task effectively, attention to detail, and computer literacy
• Must have excellent communication skills and well developed interpersonal skills
• Must have at least three years of experience in a corporate or government office environment performing administrative assistant duties
• Must have at least one year of experience as an executive assistant, or an additional one year of experience as an administrative assistant.

Education Requirements: Associates Degree and four years of experience, or two additional years of experience.

Clearance Requirements: Must be eligible to obtain a U.S. Government security clearance.

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