Administrative Assistant Job at Innovative Computer Solutions Group, Inc in Beth

Administrative Assistant

Under this contract, the contractor will independently provide support services to satisfy the overall operational objectives of the government agency. The primary objective is to provide services and deliverables through performance of support services.

SCOPE:

The following tasks are within the Labor Category Description for an Administrative Assistant. The contractor shall:

· Provide advanced administrative support for a government agency, including scheduling, scanning, and faxing.

· Provide advanced preparation of documents including travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, etc. for assigned program areas for completeness and compliance with policies and procedures.

· Prepare and review purchase requests for supplies and services. Ensure that proper documentation, justifications, quotes, etc. are provided and comply with established procurement policies and regulations. Research and track orders to ensure timely delivery.

· Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to AO or purchasing agent after receipt of goods and services and assist with the resolution of unpaid invoices and missing or incomplete orders.

· Enter receiving of goods and services into POTS within seven (7) days of stamped receiving date.

· Generate or assist in the preparation of meeting minutes, routine reports, and other office documentation to facilitate effective and efficient office operations, including monitoring deadlines and action items.

· Provide controlled correspondence support including creating file folders, making and collating copies, etc.

· Prepare and create travel authorizations and vouchers using the current agency travel system.

· Create and analyze written documents for dissemination to leadership.

· Timekeeping: Review electronic timecards each pay period. Update credit hours and leave as requested. Move Holiday/CWS Day when in conflict and update staff Tour and Schedule. Collect Authorization for schedule changes, telework, overtime and credit hours. Correct errors in ITAS and DFAS.

· Ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.

· Develop, maintain and utilize various administrative databases.

· Assist with onboarding new workforce, including office assignments and outfitting, providing communication devices, orienting to workspace.

· Engage directly with operations personnel and management to resolve issues. Perform other related duties as assigned.

Contractor should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

Reporting Requirements

The contractor is responsible for the following reports required for this task order contract. All reports required herein shall be submitted in electronic format.

a. Monthly Progress Report - The report shall include descriptive information about the activities undertaken during the reporting period. Any applicable comments the contractor may have relative to the task order contract. The report shall include Contractor Name, task order title, period covered by report, task order contract period of performance, institute/IC task order contract number. A monthly report shall not be submitted when the final report is due.

b. FINAL REPORT – The contractor shall prepare and submit a final report upon completion of the task order contract summarizing the achievements during the performance of the task order contract.

Deliverables

· Work products and documents related to setting up and formatting spreadsheets to analyze information and preparing requests, memoranda, reports, forms and mailings.

· Ad-Hoc Work products and documents related to developing, maintaining and utilizing various administrative databases and compiling data.

· Ad-Hoc Work products and documents related to updating and maintaining calendars and shared calendars for staff; establishing appointment priorities; coordinating meetings, workshops and courses; and scheduling conference rooms.

· Ad-Hoc Work products and documents related to maintaining office records; providing timekeeping support; tracking and directing manuscripts to reviewers; maintaining file systems; and noting staff commitments.

· Ad-Hoc Work products and documents related to summarizing and coordinating incoming materials; composing correspondence requiring understanding of technical matters.

Qualifications for the Admin Assistant

4 year college degree with 4 years of related work experience or a high school diploma and two (7) years of related work experience.

PLACE OF PERFORMANCE: 31 Center Drive, Suite 4B09 Bethesda, MD 20892.

OPERATIONAL HOURS: 8:30 am – 5:00 pm