Administrative Support I

TekPro Support Services is seeking an Administrative Support I in Ashburn, VA supporting the DOT. The candidate must be adaptive, cooperative, and able to work in a team environment. Ability to work both individually and as part of a team. Proven ability to produce quality work under deadlines. Ability to communicate with individuals at all levels, both orally and in writing. 

Associated Quantities: 
− Provide administrative support for branch offices (25-50+ people). 
− Finalize approximately 500 - 1000 documents per year, including correspondence (letters, memos). 
− Receive and route 5-10 incoming phone calls per day – this may involve forwarding the call, taking messages, or tracking down the party being called if the matter is urgent. 

General Administrative Support I Duties: 
1. Utilize computer software, primarily SharePoint, Microsoft Teams, Google Chrome, Internet Explorer, Microsoft Edge, Castle, P6 Primavera, ESC PRISM, E2 Travel, Zoom, MS Word, Excel, Power Point and Outlook to store, transfer, and print documents including letters, memoranda, reports, charts, graphs, and presentations from handwritten or electronic drafts or from supplied samples and provided data. Review outgoing documents for format, grammar, and punctuation. Send documents via electronic methods, US Mail, or use of overnight delivery services (or a combination of more than one) and use of correspondence tracking system. 
2. Provide telephone and receptionist services. Route callers to requested or directed sources; ensure that the telephones are properly forwarded when leaving the workstation (other team member or voice mail system). 
3. Maintain specific branch desk procedures to be followed to maintain consistency and to help other team members in the absence of the assigned branch’s administrative support. Update the desk procedures as necessary and store for reference for other team members. 
4. Provide copying and scanning services. 
5. Receive, sort, and distribute incoming mail and other documents and packages. 
6. Maintain files of correspondence, reports, documents, etc. following Records Management guidelines. 
7. Prioritize tasks based on guidance provided by the TOCOR/ATOCOR’s. 
8. Attend monthly team meetings or as many as needed for updates and sharing of ideas and best practices. 
9. Review and provide updates as needed to incorporate changes to the employee directory and Microsoft Outlook employee information. 
10. Provide support by picking up visitors/correspondence and escorting visitors once they have arrived at the front desk security as directed by Administrative Services. 
11. Provide assistance with any special assigned projects within all branches by TOCOR/ATOCOR’s. 
12. Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials. Take minutes at meetings and distribute typed notes to attendees if requested. Proofread outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation, and content. Determine that all necessary incoming and background material is attached to the file. Arrangement of meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars.  13. Make domestic and foreign travel arrangements for the Division Director as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries in the DOT travel management system E2.   14. Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change. 

Time and Attendance Duties: 
1. Review time and attendance records from employee’s entry within Castle & P6 Primavera, compile reports, manually enter Castle system that is used to generate pay and submit to Team Leaders and Branch Chiefs for approval. Research issues based on feedback from employee or supervisor. Maintain electronic files of all timekeeping records for individual branches timely. 
2. Provide tracking information at the close of each pay period for earned/taken leave for comp- time, overtime & travel comp to Branch Chief. 

Purchase Requisitions: 
1. Prepare, track, and update as needed requests for purchase requisitions (PRs) through in-house system. 
2. Investigate questions, errors, or concerns from requisitioning party as needed and issue related amendments to PRs. 
3. Attend on-going training for the PRISM system as needed when new updates are received. 
4. Ensure that purchase requisitions (PRs) are being entered correctly as per guidance. Any questions, the Task Order TOCOR/ATOCOR’s should be contacted for assistance. 

TSS offers a competitive benefits package to include: paid holidays, paid time off including sick and vacation leave, medical, dental and vision insurance, flexible spending accounts, short and long term disability, company paid life insurance, 401(k) with a company match and discretionary profit sharing and tuition reimbursement.