Posted by: Institute for Defense Analyses on Nov 14, 2017
Under minimal supervision, this position provides a full range of executive assistance and administrative support to the Treasurer and Finance Directorate. Maintains a close and highly responsive relationship to the day-to-day activities of the Treasurer and Finance staff. Performs a variety of both complex and routine administrative duties requiring working knowledge of the organization, programs, practices and procedures related to the work of the Directorate. Basic accounting knowledge is preferred. Requires extensive knowledge of Microsoft Office products and the ability to use other internal and external software tools used to conduct IDA business.
Provides administrative support for the Finance Directorate. Prepares documents on a timely and accurate basis; establishes and maintains the Directorate's paper and electronic files; coordinates incoming and outgoing mail; and answers telephones for management staff. Maintains Treasurer and departmental calendars, schedules appointments, arranges meetings, meets and escorts visitors. Organizes, scans, and retrieves documents in a computerized database as well as maintaining current and historical paper files. Prepares travel requisitions and arrangements, (e.g. airline, hotel, and rental car reservations), prepares/submits travel vouchers and supporting documents for reimbursements of costs incurred for Finance management, consultants, and others as needed. Maintains and organizes the office supply room for the department coordinates with other departments for necessary machine maintenance and computer or furniture moves, coordinates timesheet collection and data input for the department. Interaction and direct correspondence with government sponsors including regular required reporting, notifications, and approval requests as necessary. Maintains Finance Directorate information on the IIS. Performs general accounting duties including travel, similar routine clerical functions, processing subcontractor and other invoices, and providing backup to others as needed. Performs other duties as assigned.
At least four (4) years of administrative experience; Bachelor's degree preferred. Excellent command of English grammar with strong written and verbal communications skills. Ability to compose, write, edit, and proofread a variety of internal and external general business correspondence, memoranda, proposals, presentations, and management reports is essential. Demonstrated ability to interact with visitors and guests in a professional businesslike manner. Demonstrated ability to operate effectively under deadlines with tact and diplomacy. Experience using Microsoft Windows and Microsoft Office products and the ability to learn new software programs quickly. US Citizenship is required. Ability to obtain/maintain necessary security clearance.
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