Requirement ID# : 2023_06_ASII
Job Type : Full Time
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Overview

iCatalyst, Inc. is a CMMI-ML3 (DEV), ISO 9001:2015 and ISO 27001:2013 certified agile solution-oriented business and technology solutions company serving as a trusted partner and advisor to multiple federal and commercial clients.

We provide primary contract support in multiple areas including Cyber Security, Software Development, Enterprise Architecture, Data Analytics and Business Intelligence, and Program and Financial Management. We are appraised at Capability Maturity Model Integration (CMMI) ML3 in Software Development and our systems are International Organization for Standardization (ISO) 9001:2015 (Quality Management) and ISO 27001:2013 (Information Security) certified. Our expertise and primary support areas are Program Management, Administrative Management, Software Development, Artificial Intelligence (AI), Enterprise Architecture, Data Analytics and Business Intelligence, and Cyber Security. We have an exciting opportunity for an Administrative Support Specialist to join our team. The successful candidate is a team player and enjoys collaborating with team members to develop and improve the quality of solutions delivered. We offer a comprehensive benefits package to include medical, dental, short-term disability insurance, life insurance, and phone reimbursement. Other benefits include 401K, paid government holidays, and personal leave.

Responsibilities

The Administrative Support Specialist will assist management and staff in organizational efforts to track and meet deadlines and mission critical meetings, as well as assist with efforts to coordinate effective communication between stakeholders and prepare documents and presentations to meet the needs of the federal customer.

Tasks include but are not limited to the following:
• Manage and coordinate Management and office schedules and calendars and complete all schedule/calendar changes and updates in a timely manner.
• Schedule and plan meetings and/or conferences to include preparing support materials, reserving meeting locations, taking accurate meeting minutes, and following up with summary notes/minutes or reports from meetings.
• Schedule and coordinate teleconference and/or online meetings.
• Prepare agendas for the weekly meetings and publish agenda to all stakeholders.
• Administer Video Teleconferencing (VTC) meetings to include dialing into a meeting reservation, creating / modifying a reservation, deleting a reservation, or troubleshooting system problems.
• Provide technical editing support to develop, prepare, write, and edit correspondence, reports, orders, directives, and other documentation such as letters, emails, standard operating procedure development and memorandums.
• Prepare briefings, brochures, and special presentations; design customized or special graphics, reports, charts, and media to enhance communication effectiveness and mission support.
• Review electronic travel authorizations and vouchers submitted by staff. Research and respond to the client’s travel policy related questions from staff.
• Make travel arrangements/reservations for federal personnel. Arrangements could include airfare, lodging, rental car, or similar types of reservations.
• Assemble, copy, fax and scan a variety of documents and ensure proper distribution of copies as directed. Ensure office equipment is fully functional and reliable such as fax machines, VTCs, copiers and computers.
• Greet visitors, answer the office phones, and take messages as required. Serve as Admin back up in other departments as needed.
• Order, record, and track office supply costs; coordinate and reconcile accounts with administrative staff as required.
• Receive, sign and/or mail packages as requested, which may include preparing items for shipping. Collect mail from the mailroom and coordinate pick-up with other Administrative Officers.
• Maintain a variety of office logs and files on the Microsoft file server or in a file cabinet. Prepare general emails and correspondence for distribution and filing.

Required Skills

• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Discretion and professionalism when handling confidential information.
• Administrative writing skills.

Experience/Qualifications

• Minimum of 3 years in an administrative support role.
• Knowledge of office support systems and procedures.
• Proficiency in utilizing administrative software and tools.

Education

• Position requires a Bachelor's degree in Business Administration or related field, or minimum High School with at least 3 years of experience in the field.

Location

• Des Moines, WA – Onsite Required

Contract/Customer

• Federal Agency

Clearance

• Ability to clear a background check

Other

• Authorized to work in the U.S.

For more information, please visit:

iCatalyst Careers Page
iCatalyst Website