Program Assistant

Copper River Technologies is seeking a Program Assistant. This person will maintain a close and highly responsive relationship to the day-to-day activities of the office and its staff, work fairly independently receiving a minimum of detailed supervision and guidance, and perform various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers exist in the environment, requiring working knowledge of certain office software programs, and training to operate those proprietary software programs specific to office needs. 

Responsibilities (include but are not limited to):

• Maintain a close and highly responsive relationship to the day-to-day activities of the office supervisor and staff
• Coordinate with the various team members to track the progress of ongoing projects/tasks and report back to management with a current status
• Use greater judgment and initiative to determine the approach or action to take in non- routine situations, interpret and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situation
• Work independently receiving a minimum of detailed supervision and guidance
• Handle differing situations, problems, and deviations in the work of the office according to the office supervisor's general instructions, priorities, duties, policies, and program goal
• Anticipate and prepare materials needed by the office supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and inform supervisor on matters to be considered
• Read publications, regulations, and directives and take action or refer those that are important to the office supervisor and staff
• Prepare special or one-time reports, summaries, or reply to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
• Advise program assistants in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shifts clerical staff to accommodate workload need
• Perform various clerical and administrative assistant duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office
• Carry out recurring office procedures independently and select the guideline or reference that fits the specific case
• Follow specific instructions on new assignments and ensure completed work is checked for accuracy
• Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the office supervisor, appropriate staff member or other offices, prepare routine non-technical correspondence
• Control mail and assure timely staff response, and send form letter
• Maintain recurring internal reports such as time and leave records, office equipment listings, correspondence controls, and training place
• Schedule tentative appointments without prior clearance. Make arrangements for conferences and meetings and assemble established background materials as direct
• May attend meetings and record and report on the proceedings
• Review materials prepared for supervisor’s approval for typographical accuracy and proper format
• Review outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assure that proper clearances have been obtained, when needed
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff
• Explain to subordinate staff office supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing
• Maintain requisition supplies, printing, maintenance or other service
• Transcribe dictation, create and maintain office file
• Reserve and prepare classrooms: organizing training materials (including duplication and/or photocopies, preparing name tents, door signs, etc.), submitting service requests, and assisting in basic logistical arrangements, running reports, and providing general administrative support to students, instructors, and guest speaker

Requirements:

• Clearance:
  • Secret

• Education:
  
  • Bachelor's degree preferred or an additional 2 years of experience

• Experience:
• 2+ year's minimum experience supporting a government client
• SharePoint experience 
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience using Microsoft Access to manage simple databases
• Strong written and oral communication skills
• Ability to work collaboratively as a member of a team
• Strong organizational skills and the ability to meets deadlines
• Strong customer service skills
• Ability to present yourself professionally in a government environment and to inspire confidence with those with whom you have contact