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Administrative Assistant (4977)

Three Saints Bay • Philadelphia, PA • 1d ago

Location Philadelphia, PA

Job Code 4977

of Openings

Apply Now (https://phg.tbe.taleo.net/phg01/ats/careers/v2/applyRequisition?org=GATEWAYVENT&cws=55&rid=4977)

Job Brief

Administrative Assistant

Ocean Bay, LLC, a subsidiary of Three Saints Bay, LLC and a Federal Government Contractor industry leader, is seeking a looking for an experienced Law Enforcement Administrative Assistant to join our Team in Philadelphia, PA.

The Administrative Assistant will perform a wide range of administrative and office support activities for managers to facilitate the efficient operation of the organization. Provides administrative support and performs numerous duties, including scheduling meetings/travel/office activities, writing/editing correspondence, corresponding via email, managing visitors, routing call to the appropriate personnel, record keeping, and answering questions and requests.

The Administrative Assistant is responsible for conducting research using various resources to analyze data and report the findings to the appropriate personnel while maintaining confidentiality. The Administrative Assistant will perform data entry, maintain various database systems, prepare and maintain physical files, and create written reports to brief management as well as cross-reference data to ensure validity and accuracy in preparation of reports.

Regular, predictable attendance is essential for satisfactory performance as is the ability to work both with minimal direction and within a team environment is essential.

Position Responsibilities:

Receive and direct visitors and clients.

Answer, screen and transfer inbound phone calls.

Handle requests for information and data; resolve administrative problems and inquiries.

Prepare and modify documents including correspondence, reports, drafts memos, cables and emails.

Open, sort and distribute incoming correspondence; coordinate outgoing mail and packages to be picked up.

Maintain office supply inventories.

Maintain hard copy and electronic filing system; scan documents into digital case files.

Maintain monthly motor vehicle files.

Maintain attendance reports; leave records, trip records and logs. Correct any discrepancies found in reports.

Review status, format and process reports for the department.

Perform routine audits of databases and files; Maintain database records by ensuring the information is up to date and accurate.

Maintain database records by ensuring information is up to date and accurate; prepare and maintain physical files.

Review reports, analyze and verify information. Verify files and tracking systems; perform data entry and reconcile any inconsistencies that may appear in databases.

Conduct research; develop and maintain spreadsheets, tracking databases, reports, and presentations; generate and document information for statistical purposes.

Utilizes investigative tools and provide investigative follow ups.

Provide support to divisional offices in the planning, execution, analysis, and tracking of financial resources.

Support investigations and projects by researching and consolidating information from various data sources/systems.

Provide data base research, as needed that may support ongoing surveillances.

Perform research and analysis of social media to assist with investigations.

Perform data extraction from evidence seized during investigations.

Assist with the categorizing evidence seized during investigations.

Prepare documents for the U.S. Attorney's Office for discovery purposes.

Assist with transcription of recorded conversations.

Assist law enforcement personnel with timely and accurate submission of required reports.

Perform a range of general administrative activities, as well as facilities/space management, customer support services, resource distribution, acquisition support, and human resources support.

Utilize government database systems, word processing software, and presentation software.

Provide technical guidance to other staff members.

Perform other related and/or administrative duties as assigned.

Position Requirements:

US Citizen.

Must be able to obtain and maintain a Public Trust level clearance and be drug-free.

Bachelor's degree.

Equivalent work experience may be substituted for degree.

Bachelor's degree or equivalent work experience.

Minimum of three years of experience as an analyst or related field.

Strong verbal, written and interpersonal skills; excellent proofreading skills.

Professional demeanor.

Strong organizational and interpersonal skills.

Intermediate to advanced skills in manipulating data in Excel preferred.

Experience performing extensive research utilizing multiple data sources systems preferred.

Able to work as part of a team or independently with minimal direction.

Ability to multi-task; detail oriented; be observant and anticipate operational needs.

Excellent problem solver and able to handle difficult situations.

Strong computer skills; proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook), technology systems, and communications tools (Adobe).

Knowledge of clerical and administrative procedures and systems such as filing and record keeping.

Ability to be flexible and adaptable in a variety of situations.

Position located in Philadelphia, PA.

The salary range for this position is $45,000 - $50,000.

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