Administrative Support Level I

Job description

Position Description:

At the direction of the Agency and/or Center Director, perform a variety of administrative and secretarial functions for the DOS/PPT Management Staff and Contract Management staff.

Maintain all office functions associated with meeting the needs of the front office including incoming calls, correspondence and faxes.


Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required.

Your future duties and responsibilities:

Under the guidance of the onsite Government management team, the Administrative Assistant shall perform a variety of administrative and secretarial functions for the Director or Assistant Directors.

The Administrative Assistant Level I is responsible for coordinating the large volume of information coming into the office to insure formats and deadlines are being met (i.e. schedules, memoranda, briefing papers, taskers, etc.).



The Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and at a minimum, shall perform the following functions:
• Answer incoming calls (external and internal to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis.
• Organize, type, collate and file sensitive material.
• Maintain Agency/Center and Director Calendar of upcoming events, guest log, appointments, and other activities.
• Review incoming documents and take appropriate action/distribution.
• Track and monitor the status of memoranda, correspondence and taskers.
• Inform Agency/Center personnel of overdue items, upcoming deadlines, and format and Department procedures for processing documentation.
• Assist with travel arrangements using online Travel Manager System.
• Prepare briefing materials and compile reports.
• Prepare written communications using a variety of office software, specifically: MS Word, MS Power Point, MS Publisher, MS Excel, and SharePoint.
• Provide support to other projects or tasks as required.
• Receive deliveries and arrange for pick-up of outgoing shipments.
• Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings.
• Receive and sort incoming /outgoing administrative mail.
• Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day.


• Admit and welcome visitors into facility and maintains visitor login files.
• Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock badges.
• Liaise with building management to report and resolve maintenance issues.
• Operate office equipment, including but not limited to: document scanners, telephones, intercoms, A-phones, label printers, and cameras.
• Assist with ordering, tracking, receiving, inventorying office supplies through various methods (GSA, CA internal, etc.)

Required qualifications to be successful in this role:

Required qualifications to be successful in this role
• Types 50 words per minute (WPM) with no errors
• Ability to adapt to changes in procedures and assignments.


• Ability to establish working relationships at all organizational levels.


• Strong organizational skills, time management, and attention to detail.


• Can simultaneously manage and maintain multiple MS Outlook calendars for personnel, leave, training and/or conference rooms.
• Excellent written and oral communication skills to draft memoranda and reports.
• Demonstrated capability to analyze facts, evaluate information, and draw conclusions.
• Ability to interpret and apply regulatory material, such as federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel)
• HS Diploma (2 year college degree preferred), and;
• Three years of experience utilizing a variety of office software, specifically: Microsoft (MS) Word, MS Excel, MS Power Point, MS Publisher, MS Excel, and MS Outlook, including;
• Two years of experience as an Administrative Assistant in an office environment, including;
• One year of experience supporting at an executive level, including;
• Demonstrated experience with document management, preferably for a legal department of other office, and;
• Demonstrated ability to prioritize and organize simultaneous work flow duties.

Due to the nature of the government contracts this position requires US Citizenship.

As a Federal Contractor, all members of CGI Federal, regardless of role or work location are required to be fully vaccinated, with the exception of those with approved medical or religious accommodations.

Hourly Rate: $ $23.29/hour

CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role.

The determination of this range includes various factors including but not limited to: skill set level; experience and training; and licensure and certifications.

Compensation decisions are dependent on the facts and circumstances of each case.

At CGI Federal we call our professionals “members” to reinforce that all who join our team are owners and empowered to participate in the challenges and rewards that come from building a world-class company.

CGI Federal’s benefits include:

Eligibility to participate in an attractive Share Purchase Plan (SPP) in which the company matches dollar-for-dollar contributions made by eligible employees, up to a maximum, for their job category

(k) Plan and Profit Participation for eligible members

Additional benefits determined by your Service Contract Act:
• Paid Time Off (PTO)
• Paid Federal Holidays
• Health & Welfare Benefits

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Skills:

Required Skill Profession

Secretaries And Administrative Assistants