Administrative Assistant

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Administrative AssistantCategory: Administration
Main location: United States, New York, New York
Position ID: J0219-1562
Employment Type: Full Time

Position Description:CGI Federal is looking for an outgoing, experienced Administrative Assistant to support the leadership team at the New York City Passport Agency. The ideal candidates should possess excellent communication skills, with advanced Microsoft Office skills, excelling in Excel and PowerPoint. This position processes highly sensitive and confidential information while providing high level executive support.

Due to the nature of the government contract requirements and/or clearance requirements, US Citizenship is required.

#CGIFEDERAL
Your future duties and responsibilities:Under the guidance of the onsite Government management team, the Administrative Assistant shall perform a variety of administrative and secretarial functions for the Director or Executive office. The Administrative Assistant Level I is responsible for coordinating the large volume of information coming into the office to insure formats and deadlines are being met (i.e. schedules, memoranda, briefing papers, taskers, etc.). The Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and at a minimum, shall perform the following functions:

Answer incoming calls (external and internal to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis.
Organize, type, collate and file sensitive material.
Maintain Agency/Center and Director calendar of upcoming events, guest log, appointments, and other activities.
Review incoming documents and take appropriate action/distribution.
Track and monitor the status of memoranda, correspondence and taskers.
Inform Agency/Center personnel of overdue items, upcoming deadlines, and format and
Department procedures for processing documentation.
Assist with travel arrangements using online Travel Manager system.
Prepare briefing materials and compile reports.
Prepare written communications using a variety of office software, specifically: MS Word, MS
Power Point, MS Publisher, MS Excel, and SharePoint.
Provide support to other projects or tasks as required.
Track and report official time and attendance records for all federal employees within the office.
Receive deliveries and arrange for pick-up of outgoing shipments.
Be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings.
Receive and sort incoming /outgoing administrative mail.
Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day.
Admit and welcome visitors into facility and maintains visitor log-in files.
Process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock badges.
Liaise with building management to report and resolve maintenance issues.
Operate office equipment, including but not limited to: document scanners, telephones, intercoms,
A-phones, label printers, and cameras.
Assist with ordering, tracking, receiving, inventorying office supplies through various methods
(GSA,CA internal, etc.)
Required qualifications to be successful in this role:HS Diploma (2 year college degree preferred), and;
Three (3) years of experience utilizing a variety of office software, specifically: Microsoft (MS) Word, MS Excel, MS Power Point, MS Publisher, MS Excel, and MS Outlook, including;
Two (2) years of experience as an Administrative Assistant in an office environment, including;
One (1) year of experience supporting at an executive level, including;
Demonstrated experience with document management, preferably for a legal department of other office, and;
Demonstrated ability to prioritize and organize simultaneous work flow duties.
What you can expect from us:Insights you can act on

While technology is at the heart of our clients’ digital transformation, we understand that people are at the heart of business success.

When you join CGI, you become a trusted advisor, collaborating with colleagues and clients to bring forward actionable insights that deliver meaningful and sustainable outcomes. We call our employees «members» because they are CGI shareholders and owners and owners who enjoy working and growing together to build a company we are proud of. This has been our Dream since 1976, and it has brought us to where we are today – one of the world’s largest independent providers of IT and business consulting services.

At CGI, we recognize the richness that diversity brings. We strive to create a work culture where all belong and collaborate with clients in building more inclusive communities. As an equal-opportunity employer, we want to empower all our members to succeed and grow. If you require an accommodation at any point during the recruitment process, please let us know. We will be happy to assist.

Ready to become part of our success story? Join CGI – where your ideas and actions make a difference.

Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at US_Employment_Compliance@cgi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

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All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held. CGI will consider for employment qualified applicants with arrests and conviction records in accordance with all local regulations and ordinances.

CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information.