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Executive Admin

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Date: Sep 30, 2021

Location: Washington, DC, US

Company: NTT DATA Services

Req ID: 148625 

NTT DATA Services strives to hire exceptional, innovative and passionate individuals who want to grow with us. If you want to be part of an inclusive, adaptable, and forward-thinking organization, apply now.

We are currently seeking a Executive Admin to join our team in Washington, District of Columbia (US-DC), United States (US).

NTT DATA seeks a Junior level Executive Administrator to support the Client's Financial office. 

 

Duties and Responsibilities:

  • Receives telephone calls and visitors to the office. Controls access to the office and insures that only visitors properly cleared are authorized entry. Notifies staff members of visitors or incoming telephone calls. Takes messages from, and gives messages to, visitors and callers when staff members are unavailable.
  • Maintains an up-to-date telephone listing of staffs under the CFO and card file of addresses of departments and agencies.
  • Maintains telephone-recording equipment. Prepares recorded greetings and activates off duty telephone answering machine(s) when required. Plays back and transcribes messages on a regular basis.
  • Receives, reviews, and distributes incoming mail. Immediately notifies appropriate staff member when material is received via FAX transmission and places in appropriate internal mailbox.
  • Serves as the primary administrative services point-of-contact for approximately 60 government employees;
  • Will be responsible for arranging and documenting meetings as necessary;
  • Will draft, route, and track all formal documentation created by the staffs;
  • Responsible for drafting, routing and tracking all formal documentation created by the staffs within the routing electronic documents process as well as those outside of the electronic process.
  • Ensures documents are in the proper format, and that spelling, punctuation, capitalization, and grammar have been verified.
  • Consults with document author to resolve questionable material. Responsible for preparing all staff document for final copy and distribution.
  • Performs substantive clerical duties such as one or more of the following:
    • Maintains adequate levels of office supplies and orders additional supplies as needed. Receives reports of malfunctioning equipment from employees. Coordinate’s repair of the equipment by contacting the responsible point of contact.
    • Receives electronic invoices and/or date stamps paper invoices; scans and saves both invoices to the designated location then routes invoices to the appropriate receiving official for signature and acceptance via email. Tracks to ensure that invoices receipt/acceptance has a quick turnaround. Records received invoices in the invoice log tracker.
    • Directly assists with other financial management processes, to include invoice payment, preparation of supporting documentation, and travel services.
    • Receives and prepares transmittal of currency for erroneous checks.
    • Maintains absentee RMP calendar and sends out daily Facility, Acquisitions and Budget Status report.

 

Position Knowledge, Skills, and Abilities

  • Skill in operating a computer terminal or personal computer with additional function keys to produce a wide range of Microsoft Office Word and Excel documents. Requires use of advanced software functions to enhance productivity or to satisfy the needs of complex formats, e.g., automatic generation of indices and tables of contents; importation of graphics; creation of glossaries; and precise alignment of multiple columns.
  • Skill in operating a telephone answering system to refer callers to appropriate staff members. Skill in meeting and dealing with people in a courteous and tactful manner and refer visitors to appropriate staff members or other agencies.
  • Knowledge of grammar, spelling, capitalization, punctuation, and commonly used specialized terminology to prepare material correctly from a variety of draft or preliminary sources.
  • Knowledge of office practices and clerical procedures to include electronic filing, scanning and faxing.
  • Requires a level of thoroughness to ensure that small details are not overlooked.
  • Skill in document meeting minutes and track deliverables and deadlines.
  • Knowledge of Client regulations pertaining to the preparation and maintenance of T&A records. Knowledge of Client policies and procedures to complete and travel forms and check associated costs.
  • Knowledge of financial management procedures and policies to assist with processing payments, verify that sufficient funds are available, prepare supporting documentation, and support travel services.
  • Knowledge of budgetary documents and reports to recognize and process adjustments and maintain status of funds.
  • Knowledge of Client check handling procedures. Knowledge of Client internal controls related to check controls.

 

Position Requirements:

US Citizen and clearable for public trust clearance 

  • Min Two years of experience as an Executive Administrator
  • Bachelor's Degree (4 additional years of experience with an Associates or 8 additional years of experience will substitute a degree)

About NTT DATA Services

NTT DATA Services is a global business and IT services provider specializing in digital, cloud and automation across a comprehensive portfolio of consulting, applications, infrastructure and business process services. We are part of the NTT family of companies, a partner to 85 % of the Fortune 100.

NTT DATA Services is an equal opportunity employer and will consider all qualified applicants for employment without regard to race, gender, disability, age, veteran-status, sexual orientation, gender identity, or any other class protected by law. To learn more, please visit https://us.nttdata.com/en/about-us/content/diversity-and-inclusion. Furthermore, NTT DATA Services will make accommodations for eligible applicants on a case-by-case basis. Please email EEOOfficer@nttdata.com for assistance.


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