« Back

EXECUTIVE ADMINISTRATIVE ASSISTANT

Position Description

 

INTRODUCTION:
This position serves as an executive administrative assistant for headquarters or one of the ICE facilities staffed by IHSC. These sites provide medical care to detainees in ICE Custody.
DUTIES AND RESPONSIBILITIES:
1. Screens calls and visitors, referring them to the appropriate staff member or office, handling some personally, and forwarding to the director only those calls or visitors requiring the director's attention. Schedules appointments and makes commitments for the director to attend meetings, etc.
2. Reads incoming correspondence, determines proper action and routes to the appropriate person or office.
3. Responds to inquiries of a routine, non-technical nature.
4. Follows-up with staff or other offices to assure that responses are prepared in a timely way.
5. Receives requests for information for both ad hoc and recurring reports.
6. Assembles data from a variety of sources and compiles statistics for use in response.
7. Formats information and assures that results are clear and understandable.
8. Prepares correspondence for the signature of the assistant director, deputy assistant director(s) and branch chief(s), and maintains records and files required by the office.
9. Reviews outgoing correspondence and reports prepared for signature, ensuring proper format, mathematical correctness, correct grammar and necessary coordination.
10. Works with authors to resolve problems.
11. Explains non-technical policies and procedures used in office to managers and staff.
12. Conducts periodic training to update those throughout office on administrative procedures, and recommends changes as necessary.
13. Makes arrangements for travel, meetings, conferences, etc. For visits to organization, makes transportation and hotel arrangements, notifies subordinate organizations, prepares agenda and other materials needed for the affair.
14. Performs other duties as assigned.
PHYSICAL DEMANDS:
1. Able to bend, stand and sit for extended periods of time.
2. Able to reach to retrieve document.
3. Able to carry materials and/or file boxes up to 20 pounds.