Administrative Assistant II
Location
Bethesda, MD | United States
Job description
PLEASE NOTE: Active Public Trust clearance is mandatory during submission.
JOB DESCRIPTION:
- Maintain Division of Technical Resources (DTR) timekeeping records. ITAS (Integrated Time and Attendance System) required.
- Use ITAS to complete DTR timekeeping audit records validation and reconciliation with other timekeeping systems.
- Use Concur Government Edition (CGE) Travel System to develop DTR travel planning itinerary logistics coordination and travel voucher processing.
- Schedule and allocate resources based on program priorities.
- Set up and format spreadsheets to analyze information; track and monitor activities; prepare summaries and reports based on information gathered.
- Coordinate logistics related to the DTR.
- Maintain branch file systems related to the DTR.
- Gather and analyze information about processes and programs; prepare reports letters and other documents for review and input for programs policies and activities.
- Maintain and organize file systems (electronic or paper) related to assigned projects for correspondence and projects.
- Compile data and create and maintain slides for presentation utilizing computer programs.
- Manage and Audit DTR collaborative workspaces.
- Prepare generate or develop process flow diagrams working with stakeholders.
- Provide support to develop informational dashboards.
- Take meeting minutes and develop action items.
- Provide support to convert technical documents into electronic 508 compliance formats.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Developing and implementing data analyses data collection systems and other strategies that optimize statistical efficiency and quality.
- Acquiring data from primary or secondary data sources and update databases.
- Identify analyze and interpret trends or patterns in complex data sets and provide possible reports.
- Provide guidance and assistance in developing components of shortterm and long range plans and proposals for the organizations strategic plans.
- Coordinate the preparation of requests memoranda reports forms and mailings.
Requirements
TECHNICAL REQUIREMENTS:
The Candidate must possess the following mandatory requirements:
- Level II Administrative Assistant with a minimum of three years experience.
- Federal timekeeping experience required. Experience using ITAS (Integrated Time and Attendance System) required.
- Experience using the Concur Government Edition (CGE) Travel System required.
- Knowledge of travel planning logistics coordination and travel voucher processing required.
BASIC REQUIREMENTS:
- Possess an Associate Degree in a related discipline.
- Candidates assigned to the project shall be available by email phone text message or Microsoft Teams during core business hours between 9 am and 3 pm EST. They shall respond within 24 hours minimally with an acknowledgement of receipt to communications with the NIH Technical Monitor.
- Candidates assigned to the project must be computer literate and able to use online collaborative tools such as Box SharePoint WebEx and MS Teams without requiring training from Government FTE s.
- Expertise in Microsoft Office Suite which includes but are not limited to MS Word Excel Outlook and PowerPoint.
- Knowledge of scheduling and allocation of resources based on program priorities.
ADDITIONAL REQUIREMENTS:
- Excellent analytical organizational and time management skills.
- Strong communications skills both oral and written with an emphasis on professional courtesy & customerservice.
- Familiarity with Federal HR Practices & Policies. Ability to gain familiarity with NIH HR Practices & Policies.
- Ability to create Standard Operating Procedures (SOP)
TECHNICAL REQUIREMENTS: The Candidate must possess the following mandatory requirements: Level II Administrative Assistant with a minimum of three years experience. Federal timekeeping experience required. Experience using ITAS (Integrated Time and Attendance System) required. Experience using the Concur Government Edition (CGE) Travel System required. Knowledge of travel planning, logistics, coordination, and travel voucher processing required. BASIC REQUIREMENTS: Possess an Associate Degree in a related discipline. Candidates assigned to the project shall be available by email, phone, text message or Microsoft Teams during core business hours between 9 am and 3 pm EST. They shall respond within 24 hours, minimally with an acknowledgement of receipt, to communications with the NIH Technical Monitor. Candidates assigned to the project must be computer literate and able to use online collaborative tools such as Box, SharePoint, WebEx, and MS Teams without requiring training from Government FTE s. Expertise in Microsoft Office Suite, which includes, but are not limited to MS Word, Excel, Outlook, and PowerPoint. Knowledge of scheduling and allocation of resources based on program priorities. ADDITIONAL REQUIREMENTS: Excellent analytical, organizational and time management skills. Strong communications skills, both oral and written, with an emphasis on professional courtesy & customer-service. Familiarity with Federal HR Practices & Policies. Ability to gain familiarity with NIH HR Practices & Policies. Ability to create Standard Operating Procedures (SOP)
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