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Seeking a mid-level Administrative Assistant to perform the following administrative tasks in support of the Industrial Hygiene and Safety Branch:

Maintains a team appointment calendar of meetings, leave and significant deadlines, sends out reminders of meetings, briefs the branch chief and team leads on the subject matter prior to the meeting, and makes the administrative arrangements as required.
Schedules meetings by inviting participants and scheduling rooms with needed technical capabilities.
Assembles background information for the Branch Chief and Team Leads as requested. Attends all meetings; tracks and follows up with participants on action items. Prepares meeting minutes and reports on meetings proceedings.
Sends meeting invitations, prepares meeting agendas for meetings.

Prepares documents, reports, and correspondence, utilizing advance functions of several types of computer software to accomplish a variety of specific office needs. Examples may include Word, Excel, Publisher, Skype, Adobe ProX, SharePoint and Outlook.
Maintains databases, creates spreadsheets, assignment lists, logs of telephone calls, invoices, inventories, edits written documents, etc. using software application packages.
Drafts and edits standard operating procedures and reports as necessary to ensure local policy and operating procedures requirements are being maintained.
Follows up on time and attendance reporting requirements, as well as helps maintain documents relating to the branch budget.
Researches and assembles background and historical information about the office’s programs from files, records, intranet and internet to respond to inquiries both in writing and orally as necessary.
Coordinates special projects by developing project plans and schedules.
Develops background information by obtaining information from various sources within the branch, OHC, ESHCO, OSSAM, and/or other CDC offices.
Performs information searches and organizes and summarizes the material for the branch chief, and/or team leads, frequently, obtaining information orally from a variety of sources and makes notes on the discussions.

Answers and triages phone calls. Telephone inquiries are answered tactfully based on a substantive knowledge of program operations, personnel, and policies, and referred to the appropriate staff as necessary.
Records phone calls in written log in accordance with standard operating procedures of the branch and ESHCO.
Retrieves incoming faxes and general emails, read for content and distribute to the appropriate person on a daily basis.
Serves as a mail clerk and is responsible for ensuring mail is sorted and distributed properly on a daily basis.
Ensures all customer service principles are applied in all communications with customers, stakeholders and staff to include answering phone calls and emails in a courteous and timely manner in accordance with ESHCO standard operating procedures.
Responsible for handling sensitive and confidential situations, including interacting with and escorting VIPs to include members of the executive leadership.

Obtains and monitors a full range of office support services such as maintenance scheduling, supply services, purchase requests and travel requests and documentation.
Files documents physically and electronically depending on the type of record in a filing system that is logical and easy to locate records. All records are maintained in accordance with record management regulations and standard operating procedures that will be provided by ESHCO.
Assists with the purchase and removal of equipment and services to meet the organization’s needs.
Performs regular inventory of clinic supplies and submits orders in accordance with the ESHCO standard operating procedures.

Advises branch personnel on the status of assignments, changes in policies or procedures and the methods to accomplish administrative work.
Evaluates branch and ESHCO procedures, and office structure for all subordinate administrative functions.
Works with the branch chief, team leads, and other staff to write and/or update standard operating procedures relating to the administrative functions.
Makes recommendations for the elimination of conflicting or duplicative procedures.
Supports periodic training sessions for OHC staff with respect to changes in administrative procedures. Assists with travel arrangements, budgetary items as well as time and attendance with OHC and other teams within ESHCO as necessary.
Meets with the Branch Chief to discuss the status of action items assigned to the team. Notifies the Director of the action item(s) that have the potential of not meeting the assigned deadline.

Required Skills and Qualifications

Associate’s Degree and five or more years of experience at a mid-level assistant position is required.
Demonstrating communications skills, including both written and oral skills, to assure effective communications with a variety of professional, governmental and international organizations, and individuals is required.
Thorough knowledge of correspondence policies and procedures including good correspondence practices, proper format, grammar, spelling, etc. is required.
Skill in using computer software packages, including MS Office and electronic mail is required.
Previous experience with CDC procedures and processes preferred.
Skill in tracking work assignments among numerous offices to ensure that deadlines are met, materials are received, and commitments made known and coordinated is preferred.
Thorough knowledge of the office management, administrative concepts and practices of HHS, PHS, and CDC administrative policy and procedures sufficient to manage the office and time effectively and efficiently is preferred.
Thorough knowledge of Federal travel rules and regulations and the CDC automated travel system is preferred.
Knowledge of 508 compliance requirements is preferred.
Knowledge of HHS, PHS, and CDC record keeping and disposal regulations preferred.