• Job Description

  Req#: 12650

  Responsibilities Include:

  1. Evaluate, prepare, edit, proofread, forward or process all requests, documents and forms submitted to the office for approval.
  2. Recognize and resolve complex issues of a general administrative nature but do not require the personal attention and intervention of leadership staff.
  3. Prepare, edit, format on letterhead, and proofread draft correspondence, files, records and administrative documents for the leadership staff.
  4. Make travel and training arrangements.
  5. Maintain calendars, including scheduling, re-scheduling, and prioritizing appointments and meetings as well as accepting or declining invitations for leadership staff.
  6. Maintain, track, update records, request tickets and provide status involving ACES/NEST and Government equipment.
  7. Manage office workspace and office materials and supplies.
  8. Assure printer is ready and printer paper and ink cartridges are always stocked.
  9. Keep physical space organized, every day.
  10. Sort and distribute mail. Send mail and packages for the leadership staff.
  11. Assist with SR’s and tracking for the Office’s Morale, Welfare, and Recreation Fund.
  12. Apply computer skills and expertise in Excel, Word, and PowerPoint to edit charts and presentations from information in spreadsheets and other documents – create final charts from draft.
  13. Plan and coordinate weekly Chief's meetings, reserve meeting rooms, as necessary.
  14. Assist with office’s safety training efforts and reporting.
  15. Plan and coordinate safety meetings; prepare and present safety presentations to office staff; assist with maintaining an updated list of office staff.
  16. Submit tickets and process excess government equipment requests, coordinate transportation documents, assist with Property Survey report and maintain a spreadsheet with all asset numbers, costs and locations.
  17. Maintain evacuation plan (BEAP). Follow-up with staff regarding safety training requirements in the Ames Safety and Accountability Program (ASAP) database and notify staff of training requirements. Send reminders as necessary. Provide a safety training summary to the Safety POC every month.
  18. Assist T2 for contacting licensees for fee and report collections Keep logs on communication timeline
  19. Update actions in NTTS
  20. Communicate any issues with collections/reporting to lead CS
  21. Serve as records liaison for code DI
  22. Responsible for the planning and execution of duties including in support of Code DI conferences, special events, tours, meetings and workshops. Specific support will include:
  23. Planning and coordinating various symposia, conferences, workshops, meetings, and events, including the All-Hands meetings. Approximately 6 to 8 events a year. Coordinate facility and audio-visual equipment requirements. When scheduling Building3 or 152, communicate/coordinate with event staff and obtain contract agreement.
  24. Coordinate and manage event catering and decoration, including set-up and breakdown.
  25. Process service requests. Prepare and submit ARC Form 73 with detailed requirements and schedule for events.
  26. Prepare agendas, distribute flyers, and notify participants.
  27. Assist office staff with events as required.

  • Candidates must have 6 years experience that demonstrates practical knowledge in the above listed tasks.
  • A 4-year degree can be substituted for 4 years of experience.
  • Candidate must have advanced knowledge of Microsoft Office applications.
  • Candidate must be capable of independent performance and able to anticipate the needs of the team.
  • Candidate must be a US citizen.

• About the company

  Originally a media production studio, Media Fusion has grown to include business support services as well as strategic communications and multimedia production, for both government and commercial clients. We convert complexity into clarity.

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