Administrative Assistant III

Position: Administrative Support III

Reports To: Program Manager

Location: DOT Headquarters, 1200 New Jersey Avenue SE, Washington, DC 20590

Salary/Hourly Rate: $35.58

H&W Rate: $4.57

Type: SCA,Full-Time

Job Summary: The Administrative Support III provides comprehensive administrative and executive assistance to the Office of the Chief Information Officer (OCIO) within the U.S. Department of Transportation (USDOT). This role is pivotal in supporting daily operations, ensuring efficient office functionality, and providing superior customer service to internal and external stakeholders. The position will involve primarily on-site work with occasional telework as approved.

Key Responsibilities:

• Serve as senior administrative support and provide executive assistance as needed
• Schedule meetings, manage calendars, prepare timecards, travel documentation, and executive briefing packages
• Prepare correspondence, technical papers, charts, and government forms
• Proofread documents for format, grammar, punctuation, and completeness
• Manage office files and records in compliance with federal guidelines
• Make and manage travel arrangements including transportation, hotels, and authorizations
• Respond to routine inquiries and follow-up on correspondence on behalf of the office
• Coordinate with staff to gather information for reports and briefing materials
• Attend and take minutes of meetings; distribute as needed
• Support internal systems including PRISM/DELPHI/E2 Travel and office supply ordering
• Identify and recommend improvements to processes and administrative workflows
• Ensure compliance with USDOT policies regarding hybrid work and office operations

Qualifications:

• 3-5 years of progressively responsible administrative or executive assistant experience, preferably within federal, government contracting, or corporate environments
• Strong critical thinking, independent judgment, and decision-making skills
• Proficiency in MS Office (Word, Excel, PowerPoint), SharePoint, and online systems
• Excellent time management, multitasking, and organizational skills
• Exceptional written and verbal communication abilities
• Experience with federal administrative functions and document management systems
• US Work Authorization required
• Alignment with company Core Values and commitment to maintaining confidentiality.

Work Environment and Physical Demands:

Position is in an office setting with occasional lifting of items up to 20 pounds. Must be able to sit, walk, type, and perform typical office functions.

Appearance:

Business casual and occasional business attire for special meetings are required.

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, IBEXcomplies with applicable state and local laws governing nondiscrimination in employment in every location where 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.

IBEXexpressly 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.

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 theGovernment 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.