Job Description
Job Overview:
Overview
Primary support responsibility will be to the Associate Administrator for Railroad Policy and Development; Director, Office of Infrastructure Investment; Director, Office of Research and Development; and Director, Office of Policy and Planning.
Responsibilities
Performing services such as, but not limited to:• Receive visitors and telephone calls• Establish work priorities and manage multiple projects; exhibit flexibility in work schedule and job tasks;• Build and maintain effective working relationships with co-workers, other program offices, other DOT offices and agencies• Exhibit a high level of discretion of confidential and sensitive information.• Possess excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as, external stakeholders.• Prepare agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings and distribute meeting materials• Prepare meeting minutes and transcribing• Maintain files, which may involve establishing new files, and assigning file designations• Type correspondence, reports, records and technical papers. This may include tables, charts, graphs, and presentations as well as various government forms such as requisition forms, travel authorizations and travel expense vouchers• Perform reproduction, scanning, copying, collating and filing paperwork• Manage attendance roster and daily attendance reporting• Assist with data entry into various financial and program related systems, as needed• Processing schedule coordination, booking rooms, conferences, and meetings• Create travel arrangements for personnel, as requested. This may include hotel reservations, plane and train reservations. Prepare and reconcile travel authorization requests, travel vouchers, and itineraries• Escort visitors into the building and accompany them to their meeting location• Collect and document internal, administrative processes and policies• Arrange and conduct logistical support for large/complex meetings, recurring meetings, conferences, interviews, etc. This may include such matters as identifying the location, making room reservations, preparing schedule, agenda and notifying all participants as requested by staff. Assemble materials to be distributed in support of meetings/conferences/interviews, etc.Coordinate logistics for new employees• Compose replies to general inquiries not requiring a technical knowledge of the programs under the control of the office, letters of acknowledgement, acceptance of invitations, and cancellations• Prepare administrative reports as requested• Perform tracking functions in Excel• Perform actions using Microsoft Word, Excel, PowerPoint, and Outlook• Facilitate and conduct virtual meetings by setting up the technical aspects and assisting presenters with presentations, and using the virtual technology• Provide administrative and logistical support for scheduling, registering, and following- up with participants for virtual meetings• Design, standardize, and/or streamline basic processes and draft brief internal process documents and operating instructions when needed• Collaborate and work with team of administrative specialists• Expected to effectively interact with high-level staff within the agency
Qualifications
- Five years of experience performing office administration duties without day-to-day direction- Experience supporting senior level managers- Accurate typing of at least 35 wpm- Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype/Microsoft Teams, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, 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- Proficient in grammar, spelling punctuation, and preparation/proof reading all standard/executive level office documents- Familiarity with the Government Style Manual- Experience communicating with individuals at all levels, both orally and in writing- High School Graduate or GED
- Current COVID-19 Vaccine
