Skip to main content

Administrative Assistant IV

  Return to list of career opportunities


Administrative Assistant IV

Job ID R490
Job Location Sparta, NJ
Full-Time/Part-Time Full-Time

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

SUMMARY

The Administrative Assistant IV - PHMSA provides administrative support to the Department of Transportation (DOT), Pipeline and Hazardous Materials Safety Administration (PHMSA) contract. This position is nearly equivalent to the Executive Assistant role, for the purposes of this contract. The Executive Assistant will be assigned to perform administrative duties for executive management only. Whereas the Administrative Assistant IV, will support non-executive federal staff. 

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.

Possesses a very high level of poise, professionalism, with an approachable, confident persona. 

Interacts with visitors and staff in a tactful, respectful manner. 

Demonstrates customer service skills that are readily apparent to all customers and stakeholders.

Performs as a subject matter expert for all assigned administrative tasks. 

Demonstrates an extensive knowledge of office policies, processes and procedures, and the ability to grasp quickly newly assigned processes and procedures.

Possesses the ability to expedite any last-minute assignments, to include making efficient adjustments / corrections to documentation. 

Demonstrates very strong written and oral communication skills, the ability to interpret / apply sound business judgment, as well as, the ability to be resourceful, creative and a problem solver. 

Displays an extensive knowledge of correspondence protocol, whether utilizing the agency’s

correspondence tracking systems, or hard copy (paper) correspondence packages. 

Works independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills and performs these duties while exhibiting the ability to maintain effective relations / results with clients and staff (onsite and remote). 

Exercise confidentiality, discretion and problem-solving skills.

Provides front office desk support when required.

Responsible for aiding in own self-development by being available and receptive to any training made available by the company.

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 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 REQUIRED

High School Diploma or General Education Degree (GED) and a minimum of five (5) years’ relevant experience performing office administration duties without day-to-day direction. Some college courses preferred. Accurate typing of at least 35 wpm required.

CERTIFICATES / LICENSES / REGISTRATION

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Google Chrome, etc.) Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems

Subject matter expert in grammar, spelling punctuation and preparation / proof reading all standard / executive level office documents

Familiarity with the Government Style Manual

Significant experience communicating with individuals at all levels, both orally and in writing

Knowledge of government policies, standards, and operations

Ability to identify problems and to use sound judgment

Ability to work independently on assigned tasks as well as to accept direction on given assignments

Ability to handle highly sensitive and confidential information with exceptional discretion

Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure   

Excellent organizational skills with ability to pay close attention to details

Ability to manage multiple projects and priorities

Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach

Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment

Ability to be proactive, take initiative and accept accountability for assigned work functions

Ability to work independently and in a team environment

Ability to work after hours, nights and/or on weekends, when required. 

Ability to conduct activities remotely and to work from home one day per week, if required

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, 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 public.

MATHEMATICAL SKILLS

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.

REASONING ABILITY

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.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!