DEA Administrative Assistant

Duties and Responsibilities

• The incumbent will serve as the DEA Program Assistant providing support to the large DEA office of over 20 agents and support staff under direction of the INL Program Manager and the DEA Country Attaché or designated representative.
• Assists DEA representatives in meetings to discuss various administrative policies and procedures as well as on-going and future projects of DEA.
• Coordinates logistics for international meetings and training events and processes all training requests for host nation counterparts, working with Procurement (INL or GSO) to identify meeting rooms, catering services, etc. Organizes functions such as official seminars and conducts briefings in conjunction with procurement sections and DEA.
• Advises DEA leadership, personnel, and host nation counterparts on procedures and policies of DEA to ensure awareness and compliance with regulations and other requirements.
• Works closely with the INL Panama Justice Program Assistant to provide information for procurement requirements for the DEA office, coordinating and tracking INL funded procurements in a pleasant, professional, and timely manner.
• Oversees, controls, and implements the monthly operating payments and salary supplements to approved recipients, ensuring all documentation is properly administered and provided back to INL as required, with all necessary signatures and verifications.
• Assists in reporting management control information related to budgets, end of Fiscal Year closeout documents, End Use Monitoring Reporting, GAO and AIG auditing requirements, and quarterly/status budget reports.
• Understand, identifies, and explains as needed the different types of payment used for specific expenses.
• Maintains accounting of lease agreements and rental payments for undercover locations throughout Panama.
• Reviews and monitors invoices, reconciles advances, and prepares reimbursements for final approval. Responsible for ensuring adherence to DEA and DOS financial policies and procedures.
• Serves as point of contact for coordinating administrative and travel requirements for DEA travelers sponsored by INL.
• Prepares all travel documents and requests for host nation counterparts for both national and international travel. Ensures travelers have appropriate immigration documents. Prepares travel vouchers upon conclusion of travel and coordinates with INL for collection of payment memorandums necessary to close funding obligations.
• Explains and promotes understanding of travel management policies, regulations and procedures. Implements procedures and methods to accommodate new policies resulting from regulatory changes. Responsible for ensuring travelers are aware of travel requirements and that the traveler is responsible to know requirements including visa requirements.
• Implements inventory controls and conducts the annual State Department/INL End Use Monitoring review, and daily maintenance of the inventory control system (issuing and disposing of equipment).
• Coordinates polygraph, human rights, and urinalysis tests to ensure compliance with all requirements.
• Determines equipment and materials needs for the smooth operation and daily management of DEA facilities.
• Organizes, schedules, and directs administrative work of over 20 DEA team members. 
• Provides required reports to DEA and INL leadership as requested.
• Writes, distributes, and follows up on letters to host government entities.

Minimum Qualifications

• U.S. Citizen
• A SECRET security clearance is required for this position.
• High school degree.
• FSI Level 3/3 English, FSI Level 3/3 Spanish.
• Five (5) years administrative experience in a professional setting.
• Previous government, law enforcement or project management experience preferred.
• Effectively communicate in English and Spanish.
• Knowledge of the Microsoft Office suite to include Word, Excel, and Power Point.
• Ability to learn new software.

Preferred Qualifications

• Demonstrated at least three years work experience with all Microsoft Office software.
• Demonstrated five years of work experience in a large administrative or office support environment, with at least 10 personnel served by the position.
• Must have a valid Panamanian Driver’s license
• Demonstrated work experience in a large office administrative support role including coordination of procurements, events, schedules, training, travel, and other activities.
• Demonstrated experience working with an embassy in international operations or foreign assistance affairs.  

About ATSG

Application Requirements

• All applications must be submitted in .pdf, .doc, or .docx format.
• Applications and resumes for this position are only accepted via electronic submission through ATSG Corporation’s Consolidated Applicant Tracking System (CATS).
• Mailed, emailed, faxed, or hand-delivered applications and resumes will not be accepted.
• The decision to interview an applicant is based solely on the information received for this position from their electronic application and/or resume.