Administrative Assistant III
 IBEX IT Business Experts | ||||||||
 United States, D.C., Washington | ||||||||
 Jan 08, 2025 | ||||||||
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Job Details
Description
IBEX IT Business Experts (IBEX)is a nationally recognized project management, training, and professional services firm focused on supporting the needs of both Government and Corporate Clients. IBEX was named to the INC 5000 list of fastest-growing companies four years in a row and most recently won the 2024 US Health & Human Services Woman Owned Small Business of the Year Award. IBEX has grown substantially year over year since its founding in 2012. At IBEX, our core values are exemplified through our people, products/services, processes, and daily activities! If you have the skills and experience and align with these core values, this position is for you!
Human Resources Environmental, Social, and Governance Statement At IBEX, we recognize that our employees are our greatest asset and the foundation of our success. The Human Resources department is at the forefront of embedding Environmental, Social, and Governance (ESG) principles into the heart of our workplace culture, talent management, and operational practices. Our commitment to ESG within HR reflects our dedication to creating a sustainable, equitable, and ethical working environment for all our employees. Job Summary: The Administrative Support III shall have significant experience in the administrative area with a demonstrated knowledge of office policies, processes and procedures, and the ability to rapidly grasp newly assigned processes and procedures. This individual works well under pressure. The individual shall perform complex administrative, clerical, and related duties in support of a specific Government team, event, or individual. Therefore, in addition to the significant experience, a strong administrative problem-solving skills background is essential to bring administrative issues/problems to resolution, as quickly as possible. This individual shall possess excellent written and oral communication skills, apply sound business judgment, and be resourceful and creative. To ensure deadlines and last-minute assignments are handled timely, administrative multi-tasking must be a priority to ensure that the assigned work is to be performed in a highly efficient, organized, and accurate manner. The Administrative Support III shall have extensive knowledge/experience with office correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages. The Administrative Support III shall be able to work independently to perform these duties with limited effort, and minimal disruption to the office. It is essential that the Administrative Support III maintain effective relations (customer service) with clients, staff, and customers, via on-site or remote. Also, it is imperative that the Administrative Support III exercises confidentiality, discretion, and the ability to be a team player. Office front desk support may also be required of the Administrative Support III. Additionally, the individual is flexible in adapting to deadlines ad changing priorities. The Administrative Support III may be called upon to mentor junior Contractor staff with administrative tasks. Responsibilities: Specific work activities include the following for this labor category but not limited; a. Serve as senior administrative support for the office, provides excellent customer service, and professional courtesies to all customers and stakeholders; Page 5 of 29 b. As required, provide executive assistance for the office Executive(s) (ancillary duty); c. Display strong critical thinking skills and demonstrate clear judgement and independent decision-making capabilities; d. Perform assigned administrative tasks, to include, but not limited to schedule meetings, follow-up requests, prepare executive packages, minutes of meetings, and distribute these materials prepares timecard, travel documents, etc.; e. Maintain designated office calendars and schedules, appointments, onsite/off-site meetings, based upon own initiative through personal knowledge of workload and current issues of importance; f. Work independently to complete tasks and/or work products with limited guidance; g. Work effectively when priorities change and quick adjustments in work assignments and responsibilities are temporarily necessary; h. Work on and prioritize multiple assignments throughout the work day; i. Proactively identify assignments; j. Produce requested work products that require minimal revision; k. Prepare/type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms; l. Prior to material being presented for executive signature, provide expert proofreading outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content. Review package content to ensure that all necessary incoming and background material is attached to the file; m. Reply to general inquiries that do not require technical knowledge of senior level staff, or programs under the control of the requesting office; These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. On behalf of the office, follows up on routine correspondence of a non-technical nature. n. Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.; o. Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries; p. Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E-85 special reporting); q. Manage assigned office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records; and r. Identify and recommend improvements to processes or more efficient ways to accomplish tasks. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment. Physical Demands: 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. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds. Position Type/Expected Hours of Work: The Contractor shall perform an 8-hour workday (Monday through Friday)- between the regular core work hours of Government staff-earliest 7:00 a.m.; with latest departure 6:00 pm Eastern Standard Time (EST). Contractor shall inform COR and Technical Point of Contact of base 8-hour day hours. Page 8 of 29 Contractor personnel shall work a forty (40) hour work week during the core work hours. In addition, telecommuting may be allowed in the event of circumstances noted in paragraph "Administrative Leave and Excusable Delays", i.e. government shutdowns or delays beyond contractor's control. Thisform of Telecommuting shall also be coordinated with COR IBEX IT Business Experts, LLC (IBEX) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, IBEXcomplies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. IBEXexpressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IBEX's employees to perform their job duties may result in discipline up to and including discharge. Qualifications
Minimum Qualifications:
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