Administrative Assistant IV

IBEX IT Business Experts • Full-time • Silver Spring, MD, US • 14m ago

IBEX IT Business Experts (IBEX) is a nationally recognized project management, training, and professional services firm focused on supporting the needs of both Government and Corporate Clients. IBEX was named to the INC 5000 list of fastest-growing companies four years in a row and most recently won the 2024 US Health & Human Services Woman Owned Small Business of the Year Award. IBEX has grown substantially year over year since its founding in 2012.

At IBEX, our core values are exemplified through our people, products/services, processes, and daily activities! If you have the skills and experience and align with these core values, this position is for you!

Passion for Success
Intentionally committed to diversity of thought
Inclusive of all people and perspectives
Do the right thing, even when no one is watching
Improving businesses & communities through collaborative solutions

Human Resources Environmental, Social, and Governance Statement

At IBEX, we recognize that our employees are our greatest asset and the foundation of our success. The Human Resources department is at the forefront of embedding Environmental, Social, and Governance (ESG) principles into the heart of our workplace culture, talent management, and operational practices. Our commitment to ESG within HR reflects our dedication to creating a sustainable, equitable, and ethical working environment for all our employees.

Job Description

Position: Administrative Assistant IV (JPC - Walter Reed)

Location: Silver Spring, MD

Schedule: Full Time

**Attach Resume upon applying

Job Summary:

IBEX IT Business Experts, LLC is looking for an Administrative Support IV to provide basic technical and administrative day-to-day support services. The candidate shall have knowledge and demonstrated experience in the administrative area. Additionally, the individual shall have demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures, to include performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual.

Possesses strong written and oral communication skills, able to apply sound business judgment, and has the ability to be resourceful, creative, and a problem solver. The Administrative Support II shall have a thorough knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages.

The individual shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties with demonstrated ability to maintain effective relations with clients and staff (on-site and remote), exercise confidentiality, discretion, and demonstrate strong customer service skills. Office front desk support may also be required. Additionally, is flexible in adapting to deadlines and changing priorities.

Responsibilities:

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.
Proofread outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation,
and content. Determine that all necessary incoming and background material is attached to the file.
Reply to general inquiries that do not require technical knowledge of programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the executive’s name or in his or her own name as secretary to the executive.
Search for, assemble, and summarize information from management systems, files and other documents as requested by the executive or office staff in order to reply to correspondence, prepare reports, briefing papers, etc.
Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls and webinars.
Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials.
Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries.
Fleet Management - Performs, various responsibilities driving Government owned vehicle, submit periodic reports to GSA, coordination of services and purchases with GSA (GOVs Maintenance, licensing/registration, mileage reporting, fuel reports, E¬85 special reporting)
Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change; and
Manage designated executive’s office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records.
Perform other duties as assigned.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

IBEX IT Business Experts, LLC (IBEX) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, IBEX complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

IBEX expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IBEX’s employees to perform their job duties may result in discipline up to and including discharge.

We excel because we all come from very different backgrounds, yet all fit into a culture that encourages an entrepreneurial thought process. It is the diverse perspectives of our IBEX employees that strengthen our organization. Come be a part of our innovative & inclusive team!

Qualifications:

Must be a US Citizen
Minimum Education: High School Graduate or General Education Diploma (GED).
Four years of experience performing office administration duties without day-to-day direction.
Ability to pass a Federal Government security/background check and a drug check.
Accurate typing of at least 35 wpm.
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, 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.
Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents.
Experience with standard operating procedures, documents, and general guidance to facilitate the effectiveness and efficient operations of various M60 programs.
Familiarity with the Government Style Manual.
Experience with maintaining various M60 SharePoint sites. The Contractor shall work with M-60 staff to ensure that documents are presented in a user friendly and easily accessible manner for the intended audiences.
Experience with Government Federal Acquisition Regulation (FAR) Demonstrated experience communicating with individuals at all levels, both orally and in writing.
Must possess communicative skills (verbal & nonverbal).
Must possess strong organizational skills.
Valid COVID-19 Vaccination may be required. COVID-19 vaccination may be required of covered contractor employees; exceptions will be provided in limited circumstances, where an employee is legally entitled to accommodation
Proven ability to produce quality work under deadlines.