Senior Administrative Assistant

AvantGarde, LLC (AG) Senior Human Resources Administrative Assistant provides administrative and operational support to the Architect of the Capitol’s EEOD office by coordinating case intake activities, maintaining case tracking systems, managing office communications, and supporting the organization’s day-to-day administrative functions.

The incumbent ensures that incoming cases, requests, and inquiries are accurately documented, assigned, tracked, and routed to the appropriate staff in accordance with established procedures. The Senior HR Administrative Assistant serves as an initial point of contact for internal and external stakeholders and provides courteous, professional, and responsive customer service while appropriately safeguarding sensitive and confidential information.

Working in a fast-paced environment, the incumbent maintains administrative and case-related records, monitors workflow and deadlines, prepares routine reports and correspondence, and supports office coordination activities that contribute to timely, accurate, and efficient operations. This work is fully onsite at the Ford Office Building.

The WORK

Case Intake and Tracking

§ Receive, review, and log new cases, requests, and inquiries in the office’s designated case tracking or case management system.

§ Confirm that required intake information has been received and follow up regarding missing or incomplete administrative information.

§ Assign incoming cases to appropriate specialists based on established office procedures, workload assignments, and rotation schedules.

§ Monitor case assignments and maintain accurate, timely, and complete case tracking information.

§ Update case records to reflect status changes, reassignment, administrative actions, correspondence, deadlines, and other relevant information.

§ Maintain electronic and paper case files in accordance with established filing structures, records management requirements, and office procedures.

§ Conduct routine reviews of case files and tracking records to identify missing, incomplete, inconsistent, or outdated information.

§ Protect confidential, sensitive, and personally identifiable information encountered through case intake and administrative support activities.

Administrative Support

§ Answer and manage the office’s primary telephone line, respond to routine inquiries, take accurate messages, and direct callers to the appropriate staff member.

§ Receive visitors and provide general information regarding office procedures, services, and points of contact.

§ Monitor shared mailboxes and other office communication channels and route correspondence and requests for appropriate action.

§ Prepare, edit, format, and proofread routine correspondence, reports, spreadsheets, presentations, forms, and other administrative documents.

§ Maintain office calendars, schedules, appointments, and meeting logistics as assigned.

§ Coordinate meetings, including scheduling participants, reserving meeting space, preparing and distributing agendas and materials, and tracking follow-up actions.

§ Organize and maintain shared drives, administrative files, templates, contact lists, standard correspondence, and reference materials.

§ Support document scanning, copying, filing, distribution, and other general administrative requirements.

Workflow Coordination and Reporting

§ Track case activity, administrative milestones, response requirements, and deadlines to support timely processing of office work.

§ Maintain office tracking tools, assignment logs, workload reports, and spreadsheets used to monitor case status and administrative activity.

§ Coordinate the routing of correspondence and other documents for review, approval, signature, or distribution.

§ Follow up with appropriate staff regarding pending administrative actions, approaching deadlines, and incomplete documentation.

§ Compile case activity, workload statistics, and other information for routine management reports.

§ Perform data entry and quality-control reviews to ensure administrative records and reports are accurate, complete, and consistent.

§ Identify discrepancies or workflow issues and elevate them to the appropriate staff member or supervisor.

§ Assist with refining administrative tools, templates, tracking mechanisms, and procedures to improve office efficiency and consistency.

Customer Service and Office Coordination

§ Serve as an initial point of contact for customers by providing courteous, professional, and responsive assistance.

§ Coordinate communications between customers and assigned specialists concerning case status, documentation requirements, appointments, and other administrative matters.

§ Respond to routine inquiries within established guidelines without providing technical advice or making determinations outside the position’s authority.

§ Recognize sensitive, complex, or urgent matters and promptly escalate them to appropriate management or technical staff.

§ Maintain a professional and service-oriented approach when interacting with employees, managers, agency officials, visitors, and other stakeholders.

The REQUIREMENTS

§ High school diploma or equivalent.

§ Four or more years of progressively responsible administrative, program support, office operations, customer service, or related experience.

§ Experience receiving, documenting, routing, and tracking cases, service requests, inquiries, or other workflow-driven assignments.

§ Experience maintaining electronic records, databases, case management systems, tracking tools, or comparable administrative systems.

§ Demonstrated ability to manage multiple assignments, deadlines, and competing priorities in a fast-paced work environment.

§ Experience handling sensitive, confidential, or personally identifiable information with discretion.

§ Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.

§ Strong data-entry, proofreading, document-formatting, and records-maintenance skills.

§ Strong written and verbal communication skills.

§ Demonstrated commitment to professional, courteous, and responsive customer service.

Preferred Qualifications

§ Associate or bachelor’s degree in Human Resources, Business Administration, Public Administration, Office Administration, or a related field.

§ Experience providing administrative support within a Federal agency, legislative branch organization, or other public-sector environment.

§ Experience supporting an equal employment opportunity, employee relations, human resources, legal, compliance, reasonable accommodation, civil rights, or similarly sensitive case-management function.

§ Experience using an automated case tracking or case management system.

§ Experience compiling workload statistics and preparing recurring administrative or management reports.

§ Experience working with SharePoint, shared drives, electronic records repositories, or document-management systems.

§ Familiarity with Federal records management, privacy, and information-security requirements.

Knowledge and Skills

§ Exceptional attention to detail and commitment to maintaining accurate and complete records.

§ Strong organizational, prioritization, and time-management skills.

§ Ability to follow established intake, assignment, escalation, and records-management procedures.

§ Ability to identify missing information, inconsistencies, approaching deadlines, and matters requiring escalation.

§ Ability to exercise sound judgment while operating within clearly established administrative authorities.

§ Ability to communicate professionally and tactfully with individuals at all organizational levels.

§ Ability to remain composed and customer-focused when addressing sensitive inquiries or interacting with individuals who may be frustrated or concerned.

§ Ability to work independently while maintaining effective communication with supervisors and team members.

§ Ability to adapt to changing priorities, workload demands, and office requirements.

§ Ability to learn and effectively use client-specific case management, communication, and records-management systems.

§ Ability to work collaboratively in a team-oriented environment.

§ Dependable attendance, punctuality, and follow-through.

Other Specifications

§ Must be able to work onsite at AOC facilities as required by the client and contract.

§ Must maintain the confidentiality of case-related, personnel, medical, and other sensitive information.

§ Must comply with applicable AOC security, privacy, records-management, and information-handling requirements.

§ Must successfully complete all applicable background investigation, suitability, badging, and security requirements.

§ Occasional schedule flexibility may be required to support office workload, meetings, or time-sensitive assignments.