ADMINISTRATIVE ASSISTANT III - RFP Grade: 7

Date: 11.13

Reports to: Director of RFP

Service Line: State & Corporate Status: Non-Exempt  POSITION DESCRIPTION

Under general direction, performs a variety of duties in support of the Request for Proposal (RFP) process. The position requires knowledge, understanding, and application of company policies and procedures as well as an overall understanding of the nature of RFPs. The Administrative Assistant III must be able to track upcoming RFPs as well as assess newly released RFPs to determine if they fit with HSAG’s strategic initiatives/lines of work. The Administrative Assistant III must also be able to work in Microsoft Word to develop templates, checklists, and production grids.

ESSENTIAL FUNCTIONS

Act as a liaison in transmitting information/decisions between management, staff, and outside agencies and organizations.

 In coordination with the Director and Project Manager of RFPs, is primarily responsible for tracking upcoming RFPs that are consistent with HSAG’s line of work and strategic initiatives.

 Coordinate logistics for meetings, net meetings and conference calls: location, communication, resources, etc.

 Maintains department logs, reports, and/or data entry for functional databases.

 Distribute potential RFPs to Executive Management.
Make travel arrangements and prepare expense reports.

 Work as a team member for documentation development and review. Work with editors, planners, and project staff to adhere to the project schedule.

 Collect, organize, and produce information for dissemination of clear, concise, user-oriented internal and external documents and reports.

 Prepare materials including conference materials, reports, and other various documents.

 Manage calendars and schedules for designated managers.

 Act as a model of values, integrity and professionalism.

 Build professional relationships with customers and other teams.

 Anticipates the needs of the department and department manager/director.

 Perform other duties as assigned.


ACCOUNTABILITY


Accountable for the timeliness, completeness, accuracy and quality of all assigned functions and tasks.

Accountable for knowing and understanding the travel and business expense policy.  

WORK CONDITIONS  
Office/Administrative Work--In this position, the employee is not exposed to adverse environmental conditions


PHYSICAL AND MENTAL DEMANDS/COMPETENCIES


1. Ability to work independently in the absence of specific instructions.

2. Ability to train and guide other AA’s in the use of MS Office Suite applications.

3 Ability to work as a team member on multiple and varied projects, interacting effectively with individuals throughout the organization, outside clients and agencies.

4. Ability to remain calm under the stress of meeting deadlines.

5. Ability to maintain flexibility as required by the demands of the organization. This includes working overtime to meet deadlines.

6. Ability to adhere to established company confidentiality policies.


 QUALIFICATIONS

Must have 3+ years’ experience in an administrative role

 Advanced English/communication skills, i.e., spelling, grammar, composition, proofreading, and editing
  Experience in conducting research via the Internet
Expertise in organization and multi-tasking

 Knowledge of office organizational systems, including filing, recordkeeping and document production

 Must be a results oriented professional with excellent verbal/written communication skills using diplomacy and discretion as well as strong customer service skills

 Must have Microsoft Office experienceAdvanced MS Word skills. Intermediate MS Excel and PowerPoint skills are required

 Highly professional demeanor and excellent judgment, initiative, organizational, interpersonal and communication skills  
DISCLAIMER


This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed when circumstances change, e.g., emergencies, changes in personnel, workload, rush jobs or technological developments.


Administrative Assistant III - RFP Page