Office Administrator C Office of Internal Governance
The Office of Internal Governance (OIG) is seeking an experienced Office Administrator to provide comprehensive administrative assistance to the Director of Corporate Audit Operations/ Chief of Staff to the Vice President of Corporate Audit. In addition, support may extend to Corporate Audit executives and staff working at or visiting the Seattle office. Communicate daily with a variety of peers, staff, management and executives across the enterprise in regard to the preparation and reporting of audit material or client coordination of particular audit matters or reports. Corporate Audit is a dynamic, fast-paced organization with a largely virtual staff that requires good communication skills and ability to be flexible. Key responsibilities include:
- Expertly manage Outlook calendars and virtual resource tools to prioritize and maximize executive time and anticipate what will be needed for appointments, meetings, events and business travel
- Exercise judgment in coordinating and processing domestic and international business travel arrangements, and monitor ongoing logistics for all designated business travelers
- Generate expense reports; assist in reconciling/ verifying payments to corporate credit card charges to ensure timely and accurate reimbursement and collect/ compile data to provide visibility of status for traveler review and signature
- Create, edit, maintain and disseminate electronic and written communication such as memos, reports, presentations, flow charts, and organization charts
- Coordinate, set up and prepare for various meetings, including teleconferences, WebEx meetings and preparing meeting agendas and action items
- Screen telephone calls and emails, forward calls, take messages, and respond to emails
- Co-maintain with peers, local site office and kitchen supplies
- Manage the use of local OIG conference rooms and hoteling areas
- Other duties, special projects or research related to audit processes in order to achieve the objectives of the job and department
Competencies
General• Adaptability
Understands changes in own and others' work and situations; may be asked to explain the logic or basis for change to less experienced employees; actively seeks information about changes affecting own and fellow employees' jobs. Treats changes and new situations as opportunities for learning or growth; focuses on the beneficial aspects of change; speaks positively about the change to fellow interorganizational employees and occasionally to external customers. Quickly modifies behavior to deal effectively with changes in the work environment; readily tries new approaches appropriate for new or changed situations; does not persist with ineffective behaviors.
• Building Trust
Demonstrates honesty; keeps commitments; behaves in a consistent manner. Shares thoughts, feelings, and rationale so that fellow work group members, other internal employees and customers understand personal positions. Listens to others and objectively considers others' ideas and opinions, even when they conflict with one's own. Treats people with dignity, respect, and fairness; gives proper credit to others; stands up for deserving others and their ideas even in the face of resistance or challenge.
• Collaboration
Works effectively and cooperatively with fellow employees, peers from other teams and/or parts of the organization and occasionally external customers; establishes and maintains good working relationships by actively involving others and helping them feel valued, appreciated, and included in discussions. Places higher priority on team and/or organization goals than on own goals. Offers to provide help and/or leadership to other teams and/or employees and occasionally external customers when they need assistance.
• Customer Focus
Makes customers and their needs a primary focus of one's actions; develops and sustains productive customer relationships; uses information to understand customers' circumstances, problems, expectations, and needs; periodically becomes involved in sharing information with customers to build their understanding of issues and capabilities; considers how actions or plans will affect customers; responds quickly to meet customer needs and resolve problems; assists higher graded employees and/or project team leaders in implementing ways to monitor and evaluate customer concerns, issues, and satisfaction and to anticipate customer needs.
• Managing Work
Identifies critical and less critical activities and tasks within own and other work groups; adjusts priorities when appropriate. Ensures that required equipment and/or materials are in appropriate locations so that own and others' work can be done effectively. Allocates own time to complete work; coordinates own and others' schedules to avoid conflicts. Takes advantage of available resources (individuals, processes, departments, and tools) to complete work efficiently. Uses time effectively and rarely allows irrelevant issues or distractions from interfering with work completion.
Technical• Information Technology Fluency
Complete ability in the use of personal computing hardware and software to enter project information, such as, statements of work, resource identification and usage, task status, cost estimating and tracking, etc. Complete knowledge of processes and tools to maintain, archive, and retrieve digital files. Complete ability in constructing/building and providing reports and presentation material as needed for assigned projects. Complete knowledge of identifying and gaining approval of testing of established applications to meet project requirements.
Basic Qualifications For ConsiderationDo you have work experience supporting multiple customers such as executives and staff members?
Do you meet the criteria described in the 'Typical Education / Experience' section of this requisition?
Do you have work experience using Microsoft Office products including Outlook, PowerPoint, Excel and Word to maintain calendars, and create or update presentations, spreadsheets and documents?
Do you have experience making business travel arrangements, generating expense reports and reconciling corporate credit card charges?
Typical Education/Experience
High school diploma or GED and typically 4 or more years' related experience or an equivalent combination of education and experience.
Other Job related information
Requires a positive, constructive, and team-oriented attitude; proficiency in Microsoft Office applications including Outlook, PowerPoint, Excel and Word; experience in arranging business travel; demonstrated ability to work under limited supervision and perform multiple work assignments concurrently, often within a short period of time, while maintaining accuracy and attention to detail. Prefer excellent written and verbal communication skills; ability to work harmoniously in a team environment with colleagues across different sites and time zones; and experience using TRIPS (Travel Reservation Internet Processing System) and EBC ().
- Business Unit Corporate
- Division Office Of Int Governce
- Program Core
- Job Type Non-Management
- Experience Level Career/Experienced
- US Person Status Required? Yes
Closing Date: 02/17/2012
