Administrative Support II
The Administrative Support II provides general administrative services in support of the U.S. Food and Drug Administration (FDA), Center for Food Safety and Applied Nutrition (CFSAN), Office of Regulatory Affairs (ORA). This position performs a variety of routine and non-routine tasks. Work assignments may involve the handling of sensitive or confidential information, which requires the ability to apply a high level of discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Assists in the planning, organizing and completing of a wide variety of clerical and administrative program activities.
Prepares a variety of documents such as informational emails, memos, forms, letters, reports and spreadsheets. Ensures documents conform to CFSAN instructions. Reviews documents for accuracy prior to distribution.
Provides assistance to managers and employees on the interpretation, application, and implementation of administrative policies, procedures and personnel activities.
Studies / monitors office processes and workflow. Informs management as to current status of work activities. May make suggestions for workflow improvements.
Maintains CFSAN records management systems, as well as any required hard copy file systems. Performs a variety of related tasks such as classifying, indexing, filing, storing and retrieving of material.
Performs office automation such as data entry, database creation and records management.
Assists with the preparation of travel orders and travel vouchers.
Coordinates office meetings, prepares agendas, and records meeting minutes.
Performs timekeeper duties such as processing time and attendance records.
Responds to inquiries and information requests in an efficient manner. Routes requests to appropriate Points of Contact (POCs), and helps to resolve issues as needed.
Assures discretion in the performance of duties.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output. Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Associate’s degree and a minimum of four (4) years relevant experience; or equivalent combination of education / experience.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge of standard office practices and procedures
Proficient in the use of standard office equipment such as computers, copiers, fax machines, telephone systems and office automation systems
Skilled proficiency in the use of Microsoft Office programs (i.e., SharePoint, Word, Excel, Outlook, PowerPoint, etc.)
Ability to compose correspondence from draft to final version, both electronic and hard copy
Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Working knowledge of business records management and filing processes
Excellent verbal and written communications skills
Excellent customer service skills with ability to represent company in a positive and competent manner
Solid organization skills relevant to carrying out day-to-day responsibilities with ability to manage multiple priorities
Extremely detail-oriented with ability to quickly grasp business needs and issues
Ability to work both independently and in a team environment toward the successful achievement of goals
Ability to read, analyze, and interpret general business periodicals, professiona1journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.