CMTS Administrative Assistant and Outreach Coordinator

Jamison Professional Services, Inc. ( Jamison ) is currently seeking a qualified and motivated candidate for the position of CMTS Administrative Assistant and Outreach Coordinator.

JOB TITLE : CMTS Administrative Assistant and Outreach Coordinator - DC

OVERVIEW :

This position provides administrative and communication support to the Executive Director and staff of the CMTS Executive Secretariat.

This includes, but is not limited to, office and calendar organization and maintenance, travel coordination, and office supply management.

This position also includes support for CMTS external communication activities including the addition of CMTS social media information;

meeting planning; and development, reproduction, and distribution of outreach materials.

RESPONSIBILITIES :

The contractor independently performs assignments requiring the application of fundamental administrative management functions in the office.

Maintains the Executive Director’s daily and long-range calendars. Exercises objectivity and a keen awareness of the role and responsibilities of the Executive Director and the CMTS in the calendar priority-setting process.

Discriminates between those appointments, briefings, and meetings that require the Executive Director’s personal attention and those which may be referred to appropriate CMTS Executive Secretariat staff and / or member agencies.

Tracks and logs incoming meeting requests for Executive Secretariat activities. Responds to routine inquiries on these activities and their status.

Assists the Executive Director by providing technical assistance and guidance on the preparation, coordination, and administrative processing of actions, including the drafting and review of correspondence.

Notifies appropriate staff members when technical advice is required. Maintains schedule of CMTS activity milestones and meetings.

• Screens telephone calls to the Executive Secretariat. Obtains background information to determine to whom a call should be directed or handled personally and provides background information, to staff for meetings, as appropriate.
• Arranges travel for the Executive Director; secures and confirms travel and lodging reservations; and prepares travel orders and requests for advancement of funds.

Prepares travel vouchers for reimbursement of funds.

Manages basic office administration functions including archiving office and meeting records, ordering supplies, organizing meetings by reserving conference space, arranging for telecommunications requirements, developing, and tracking building access security lists, providing escort to visitors, duplicating meeting materials, and providing logistics support as needed, whether a meeting is in the DOT building or elsewhere.

DESCRIPTION :

• Supports CMTS transfer of funds and acquisition capabilities which may include coordination of interagency correspondence, agreements, purchase requests, and communication with administrative staff of CMTS member agencies, including the Maritime Administration.
• Develops and maintains the content of CMTS social media including the website and Facebook page by requesting updates from Executive Secretariat staff and CMTS members as needed.

Researches and compiles marine transportation-related materials and information of interest, pertaining to the development and distribution of the MTS Notes to CMTS members on, at least, a weekly basis.

REQUIREMENTS :

Knowledge of, and skill in applying, fundamental office management practices and techniques; research capabilities; and analytical and problem-solving methods sufficient to :

• At least an associate degree in Science, and / or Arts from an accredited educational institution
• At least three years of full-time experience working in the Federal Government or private sector
• Understand Government Contract writing and Accounting Interface systems
• Understand the mission and responsibilities of the CMTS in the priority-setting process.
• Perform the full range of the administrative assistant functions.
• Receive, review, and prioritize all incoming mail and web or phone inquiries.
• Respond to routine inquiries on actions and their status.
• Exercise appropriate tact and judgment with high level government and private sector leaders, whether political, military or career civilian in a service-oriented, and professional manner.
• Make travel arrangements for the Executive Director and contract staff. Perform basic office management functions, excluding inherent governmental functions.
• Demonstrate effective interpersonal skills in communicating and working with CMTS Executive Secretariat staff and members.
• Communicate clearly and concisely in both written and oral form.
• Develop, review, and edit correspondence and outreach information and materials; and
• Navigate effectively simple social media including Facebook and standard web pages.

DELIVERABLES :

• Attend weekly staff meetings and report on personal work items or remind staff of upcoming requirements in support of the CMTS.
• Compile and distribute CMTS Weekly Notes.
• Compile the meeting summary from the quarterly CMTS Coordinating Board meeting.
• Assist in the preparation of draft correspondence and outreach content, program briefings, meeting read ahead materials, and presentations as tasked.
• Assist in the taking of notes from the weekly CMTS Staff Meetings, the monthly CMTS Working Group Meeting, and the quarterly CMTS Coordinating Board meeting.

PRIMARY PLACE OF PERFORMANCE :

U.S. Department of Transportation

Maritime Administration

1200 New Jersey Avenue, SE., 2nd Floor

West Building, Washington, DC, 20590

PERIOD OF PERFORMANCE :

The period of performance is twelve months from the start date, with the possibility of an extension. Core performance hours are 0800 to 1630 with a half-hour lunch break, five days per week

JAMISON CORPORATE OVERVIEW :

Jamison Professional Services, Inc. (Jamison) is a Service-Disabled, Veteran-Owned Small Business (SDVOSB), certified Minority Business Enterprise (MBE) headquartered in metropolitan Atlanta, Georgia.

We specialize in providing professional management, administrative, healthcare, court reporters and transcriptionist experts, and document / record and telehealth operational support solutions to U.

S. Government, State, and commercial clients. Jamison is a nationwide professional staff augmentation company, that helps commercial clients and government agencies expand their talent acquisition reach by sourcing, assessing, developing, and managing the talent that enables them to be successful.

Jamison offers a wide range of employment opportunities in the commercial and government sectors. We seek employees who share our values of service excellence, integrity, and professionalism.

Jamison affords equal employment opportunity to all individuals, regardless of race, creed, color, religion, gender, national origin, ancestry, age, marital status, veteran status, disability, medical condition, gender identity, or sexual orientation.

Our employees, as well as applicants and others with whom we do business, will not be subjected to sexual, racial, religious, ethnic, or any other form of unlawful harassment and / or discrimination.

In addition, Jamison adheres to the equal employment opportunity requirements of all states and localities in which it does business.

Jamison’s commitment to equal opportunity is applied through every aspect of the employment relationship, including, but not limited to, recruitment, selection, placement, training, compensation, promotion, transfer, termination, and all other matters of employment.