Administrative Assistant II Job at Fidelity Partners in Bethesda

Administrative Assistant II - NIH

Work Location

National Institutes of Health

9000 Rockville Pike

Bethesda, Maryland 20892

*Other National Institutes of Health locations may be in Rockville/Baltimore Maryland, and in Research Triage Park, North Carolina.

• Clearance Requirements: National Criminal Background Investigation with fingerprints.
• Type of Employment: Full-time, 40 hours a week.
• Benefits Offered: Health/Dental/Vision
• Paid Federal Holidays: Eleven (11) paid Federal holidays.
• Paid Time Off: 80 hours per year, accumulating from day of hire.
• Sick Leave: 56 hours per year, accumulating from day of hire.

Summary of Duties and Responsibilities

The Administrative Assistant II will assist with the administrative functions such as coordinating the day-to-day office operations, including problem and conflict resolution, organization, and prioritization of tasks; responding to written communications; updating and maintaining staff calendars; ensuring that staff attend meetings; coordinating all meeting materials and providing them to the staff prior to the meeting; setting up and coordinating remote and live meetings and events for the office; querying for attendees' schedules; reserving conference space; and ensuring that room, WebEx, and other communication applications (i.e., Zoom, Skype, Teams) are ready for use.

Working Hours

The Administrative Assistant II normally will work Monday through Friday, 7:30am to 4:30pm, with a 30-minute lunch, excluding Federal Holidays. Telework/Remote Work may also be authorized, as needed.

Qualifications

• Possession of a high school diploma or GED.
• Four (4) years of related work experience.
• Advanced computer skills and internet research skills are required.
• Knowledge of grammar, spelling, punctuation, and required formats.
• Ability to synthesize and summarize complex ideas and concisely communicate both verbally and in writing.
• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Independently initiates, follows up, and completes work assignments on time.
• Ability to pay attention to detail and to follow precisely detailed instructions.
• Ability to work in a very busy and high-pressure office and exercise follow-through to ensure completion of work.
• Proficiency in Microsoft applications (Word, Excel, etc.) and SharePoint.

Duties and Responsibilities

• Review and consistently apply guidance, policies, and regulations to create or review administrative documents.
• Perform clerical duties such as managing incoming and outgoing mail, FedEx shipments, stock and order supplies, scheduling, logging packages, printing reports, tracking packages, and maintaining files.
• Assist the team in providing day-to-day oversight on all administrative-related activities, including personnel, travel, property, procurement, and budget.
• Update various systems and Excel spreadsheets timely to reflect current details accurately.
• Utilize various administrative systems to routinely research policies and procedures and ensure the reference library (SharePoint) is up-to-date and accurate.
• Respond to requests from senior officials and staff in the office for information from multiple sources.
• Receive and direct visitors, notifying appropriate personnel of visitors' presence and the nature of business.
• Attend team, program, and project meetings; prepare and distribute documents and reference materials for meetings.
• Develop and maintain filing systems.
• Update, maintain, and dispose of files in accordance with policy and regulations.
• File office documents and retrieve them as requested.
• Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make and distribute copies, etc. Record and report action items.
• Maintain and update logs and reports as needed to monitor and track projects within the office and items needing follow-up.
• Generate and enter purchase requests for supplies, equipment, and services, and process and track purchase documents.
• Assist the Administrative Officers (AOs) in the formulation and development of budget estimates.
• Compile, verify, and organize budgetary data related to different accounts and assist with monitoring the use and rate of expenditures of program budgets.
• Assist the AOs in preparing personnel packages and assist with the recruitment process.
• Prepare personnel actions for performance increases, awards, and other actions.
• Perform a detailed technical review of various types of personnel packages.
• Serve as a liaison with the Office of Human Resources to resolve routine processing problems.
• Use various software applications such as word processing, spreadsheets, and databases.
• Create documents for staff and review documents for grammar, punctuation, and other errors.
• Perform office support tasks such as printing, copying, faxing, and other services.
• Prepare and/or review travel authorizations for staff and arrange travel as necessary.
• Serve as a timekeeper and reconcile and maintain current records.
• Communicate effectively on the status of current projects through formal and informal communications.
• Participate in on-the-job training.
• Perform other administrative support tasks as assigned.

In addition

The Administrative Assistant II should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, etc.) to scan, file, and/or store both electronic and paper documents for future reference. Proficiency in Microsoft applications (Word, Excel, etc.) is also required.

COMPENSATION AND BENEFITS:

• Competitive compensation package.
• Comprehensive benefits including medical, dental, and vision options.
• Outstanding career growth potential.

ABOUT US:

Fidelity Partners is an Inc. 5000 company that provides medical, technical, logistical, and administrative services to the federal government and commercial clients across the country. Fidelity offers competitive salaries and benefits packages.

Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or call us at (210) 822-4005 or apply at https://www.careers-page.com/fidelity-partners-medical-staffing-llc#openings

Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal, state, and local laws (EoE).

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