Administrative Assistant – National Oceanic and Atmospheric Administration, Silver Spring, MD
Support the NOAA Fisheries Office of Science and Technology (OST) to assist leadership and project managers with ensuring that individual project goals align with the goals of the OST and provide overall administrative support.
Specific tasks include:
- Assist the Project Lead with improvement methods, automated products and tools that simplify and streamline the processing of administrative functions.
- Provide office reception support as the principal customer service liaison answering phones and routing calls to the appropriate personnel.
- Identify effective filing methodology for office administrative files and files administrative documents in compliance with records management regulations.
- Identify office supplies to be replenished along with maintaining an active inventory of supplies.
- Provide support using the E2 Travel system and support staff in preparing travel authorizations and vouchers.
- Coordinate with NOAA and external partners with invitational travel and group travel requests.
- Serve as the liaison for the Office of Science and Technology for travel related issues and inquiries and between NMFS Financial Management Centers (FMCs) and NOAA Finance.
- Assist travelers with federal passport applications and processes.
- Manage calendars for office leadership; provide data entry and transcription support.
- Provide end-to-end office coordination for all incoming and outgoing correspondence to include tracking, formatting, and obtaining required office leadership approvals.
- Provide end-to-end administrative coordination for WebTA internal processes to ensure employees are assigned to the appropriate accounting strings and process WebTA corrections.
- Provide administrative support to the Policy Directives liaison in coordinating and maintaining compliance with Policy Directives program guidance to include customer support, interacting with division chiefs, and obtaining required clearances (i.e., General Counsel) prior to office leadership approval.
- Assist with providing office support for all incoming FOIA requests.
- Assist with identifying subject matter experts (internal and external) to conduct research and review the content of the records to make disclosure determinations under FOIA.
- Assist with creating official documentation to upload office responses in FOIA online.
- Assist the Property Custodian in maintaining current custodial records for all accountable property within their assigned custodial area to include physically signing property down to the end user level through the use of hand receipts.
- Assist the Property Custodian in submitting appropriate reports promptly to the Property Accountability Officer for lost, missing, stolen, destroyed, damaged, or rendered unserviceable accountable property.
- Assist in conducting physical inventories and reconciling inventory records.
- Assist the Property Custodian to ensure that completed documentation is attached in Sunflower for newly acquired property;
- Assist the Property Custodian in managing and care for all collection-type heritage assets within their custodial area in accordance with NOAA’s Heritage Asset Policy.
- Assist the Property Custodian with printing of hand receipts and the Official Form 7 (OF7) for identifying the disposition of excess property.
- Assist with maintaining a written list of procedures and processes for the records of the Records Custodial Unit (RCU).
- Serve as the principal point of coordination and communication between the RCU and the Records Liaison Officer on all records management matters.
- Conduct annual inventory assessments of RCU records holdings to assess, plan, and implement required storage, accession, or disposal actions.
Qualifications:
- Must possess an Associate Degree from an accredited university/college.
- 2-years’ experience in program management support for project planning, progress tracking, and formal reporting of ongoing tasks.
- Strong communication skills, both verbal and written.
- Strong organizational skills.
- Proficient in Microsoft Office (Word and Excel), electronic mail, web browsers, and data base manipulation.
- Aptitude to learn and effectively use NOAA Fisheries and U.S. Government data entry systems.
- Must be able to pass a Federal background check.
Preferred Qualifications:
- 2 years working on a Government site as an Administrative Assistant.
- 2 years working as an Administrative Assistant at the director level.
- NOAA Experience.
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Leading Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and Woman-Owned Small Business (WOSB) headquartered in Kissimmee, Florida. The Company provides professional, technical, administrative, and healthcare services to Government and commercial clients. Leading Solutions customer- centric foundation ensures that our leadership and employees meet customer challenges and build trusting partnerships that lay the groundwork for success.