The office provides employee benefits support (e.g., insurance, retirement, workmens comp) throughout the sponsor organization. The office environment is moderate-paced and supports the larger branch and its entities. Candidate will work with customers across the sponsor at all grade levels via email and telephone, and will have approximately 5-10 walk-in customers a day. The office space is large and the candidate will spend most of the day unsupervised at the front desk. The work unit is comprised of about 45 staff.
The Administrative Assistant II candidate will be expected to have adequate communication skills to provide clear and accurate communications, both verbally and written. The candidate will interact with agency officers of varying grade levels so professional decorum and customer service savvy is a must. The candidate must be able to operate successfully in a team-oriented environment, however, they must also be able to successfully work on their own to support this office. The candidate will be unsupervised throughout much of the day, therefore successful autonomy is important. Maintain office/vault personnel and telephone listings for each officer within the group. Pick up mail on a daily basis and coordinate with each branch to ensure that it is properly distributed throughout the group. Faxes are to be distributed in the same manner. Assist with creating personalized retirement memorabilia bags for retiring employees which will entail coordination with retirement specialists and respective HR groups throughout the sponsor organization.
The candidate must be capable of learning different systems and how to utilize archive files as needed. Candidate will use Outlook to respond to retirees and other shareholders regarding memorabilia and other relevant actions. The candidate will use Microsoft Excel to track actions such as metrics. Candidate will also use a retirement database for reference. Accesses will be granted for Day 1 and on-the-job training will be provided by customer. Candidate will not supervise, but may be required to train others from across different offices resources.
As the group focal point, answer multi-line phone in a manner consistent with established security protocols before transferring calls to the respective staff member. Also greet customers and gauge the reason for their visit to ensure the customer meets with the correct staff member. Candidate will get approximately 5-10 walk-in visitors a day, with about 2/3 of them being pre-scheduled. Visitors will be there to meet with a retirement specialist, check in to the transition branch, or to drop something off. Initiates all access requests for each new employee and departing employee for each group using access systems.
Maintain the scheduling of the conference room for the branch executive staff. Also must coordinate branch management calendars with the assistance of the executive staff.
Candidate will perform additional action items daily/weekly such as mail collection/distribution, assist with inventory and front desk support. Front desk support includes greeting customers and contracting proper branch ,officer to meet the purpose of their visit, scanning/alphabetizing, organizing files and telephone coverage. If equipment within the vault is having issues, the candidate will be the point of contact for ensuring that the items are working properly in a timely manner. Candidate will also provide backup support internally to our retirement memorabilia lead.
Candidate is required to provide back-up assistance to the retirement services team in scanning hard copy files to the digital share drive. The candidate will be expected to update standard operating procedures currently on file on an as-needed basis.
The AA-III shall assist with the oversight, accounting and ordering of office supplies. The AA-III shall assist and coordinate with front office Chief of Staff with renovations/moves impacting department spaces. AA-III shall arrange for the repair of office equipment to include submitting tickets and requests through the appropriate channels and coordinating installation/upgrade/fixes to equipment. This requirement includes sending notices out to affected parties. AA-III may be required to assist front office and/or divisions when there is an absence of SI or MSA support temporarily.
Candidate will not be required to attend any recurring meetings, but may meet with lead for this or other departments on an ad hoc basis.
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GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.