Office Assistant Job at LMR Technical Group in Bethesda

LMR Technical Group (LMR) is seeking an Office Assistant.

Location: Bethesda, MD. Teleworking eligible.

Job Description:

The Office Assistant will independently provide support services to satisfy the overall operational objectives of the User Services and Collections Division of the National Library of Medicine. The primary objective is to provide services and deliverables through the performance of office assistant support services. The assistant will provide computer and web support; purchasing, communications and office management support; coordinate and perform all travel related activities for USCD staff and serve as a primary timekeeper for the USCD.

Duties and Responsibilities:

• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
  • Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities
  • Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office
  • Provide high-level administrative task support within the Branch
  • Serve as primary timekeeper for an LO division and back-up timekeeper using ITAS timekeeping system
  • Responsible for regularly performing timekeeping audits and reconciling errors
• Schedules and maintains an accurate tracking system of all activities.
  • Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken
  • Keep government abreast of all commitments via the maintenance of daily calendar
  • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management
  • Handle all incoming and outgoing communications for general email box
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
  • Research and propose new administrative procedures
  • Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained
  • Develop and maintain Standard Operating Procedures SOP Checklists of general processes, procedures and activities
  • Understand and following Government Travel Regulations
• Plans and completes various special projects.
  • Plan and complete various special projects
  • Provide status reports on the progress on managing these projects activities and collaborating with appropriate staff
  • Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
  • Proactively develop and maintain list of common travel events
  • Assists with and troubleshoot travel challenges on behalf of the travelers
  • Monitor travel order approvals for travelers, communicate approvals to traveler and process travel vouchers for reimbursement
  • Facilitate logistical arrangements for in-person and on-line meetings and teleconferences
  • Process all logistics associated with travel requests to include hotel, air, and rental car, etc; serves as a customer service liaison between the traveler and the travel agent
• Updates databases and spreadsheets and creates reports for management.
  • Review and update SharePoint, NLM Wiki, and NLM Jira sites
  • Assist with maintenance of documentation and files on the NLM website and NLM Wiki
  • Develop, maintain and update spreadsheets for personnel, budget and travel actions
  • Develop and manage databases as needed to track protocol metadata and quality control checks
  • Communicate with Division staff for edits revisions to the personnel list and phone directories; distribute updates within and out of PES
• Maintains inventory and initiates purchase requests.
  • Maintain office records including office procurements and reimbursement procedures
  • Oversee inventory of office supplies
  • Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items
  • Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner
• Other related duties as assigned.

Basic Qualifications:

• Associate's degree in general business or business management and administration.
• Certified Administrative Assistant certification.
• A minimum of 3-4 years related experience including experience performing general business functions.
• Expertise with MS Office Suite.
• Experience with SharePoint, Concur, WebEX, ITAS.
• Familiarity with Federal operations and regulations including Federal Travel Regulations.
• Customer service and oral and written communication skills.
• Experience with timekeeping, project planning, travel planning and providing executive level support.
• Ability to lift, carry, push or pull up to 25 pounds, distinguish basic colors, perform repetitive activities, and use both hands.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Preferred Qualifications:

• Prior experience working with the National Institute of Health (NIH).

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Expected Salary Range: $70,000 - $85,000 annually. Salary will be based on related experience, education and skills.

LMR's Benefits Plan Includes:

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program

About LMR:

LMR is a service-disabled veteran-owned small business that supports technology development and provides comprehensive joint warfighter training by leveraging the skills, experience, and knowledge of its personnel. Our team consists of personnel with diverse backgrounds.

LMR is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.

LMR will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. If you are interested in applying and require special assistance or accommodations due to a disability, please contact our Human Resources department at hr@lmrtec.com.

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