NIH LTASC 3225 - Administrative Assistant II

Role: Administrative Assistant II

Location: NIAID/OAS, 5601 Fishers Lane, Rockville, Maryland, 20852 OR 9000 Rockville Pike, Bethesda, Maryland 20892

Description: Hedgelan Consulting seeks a qualified and highly motivated professional to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services.

Minimum Educational/Experience Requirements:

• A minimum of a high school diploma and two (2) years of related work experience.
• Advanced computer skills and internet research skills are required.
• Knowledge of grammar, spelling, punctuation, and required formats.
• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Ability to review and consistently apply guidance, policies, and regulations to create or review administrative documents.
• Preferred qualities of proposed personnel:
• Provides support for various administrative tasks.
• Perform clerical duties such as incoming and outgoing mail, FedEx shipments, stock and order supplies, scheduling, logging packages, printing reports, tracking packages, and maintaining files.
• Assist Team to provide day-to-day oversight on all administrative-related activities, including, but not limited to, 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 at all times.
• Respond to requests from senior officials and staff in the office for information from multiple sources. Coordinate and assemble data to respond to inquiries from senior management.
• Track all personnel, supply, training, and other administrative transactions as the documentation flows through the office in both electronic form and on paper.
• Receive and direct visitors and notify appropriate personnel of visitors’ presence and the nature of business. Determine the level of importance and priority of visitors’ 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. Ensure maintenance of records meets policies, procedures, and unwritten guidelines.
• 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. Maintain an electronic “tickler” system to ensure deadlines are met.
• Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems.
• Assist the AOs in the formulation and development of budget estimates. Identify, compile, verify, and organize a wide variety of detailed budgetary data related to different accounts, object classes, and line items in support of human resources, procurement, travel, etc. and assist with monitoring the use and rate of expenditures of program budgets.
• Assist the AOs to prepare personnel packages and assist with the recruitment process, in-and-out processing of staff, and maintenance of updated reports on personnel actions in progress and projected. Prepare personnel actions for performance increases, awards, and other actions.
• Perform a detailed technical review of various types of personnel packages. This includes but is not limited to, new appointments, renewals, and terminations. Personnel types such as contracts, Fellows, FTE and non-FTE appointments, conversions, and reassignments.
• Serve as a liaison with the Office of Human Resources to resolve routine processing problems and to follow up on actions already submitted.
• Use various software applications such as word processing, spreadsheets, and databases. Retrieve data from various databases in conjunction with assignments.
• Create documents for staff and review documents for grammar, punctuation, and other errors.
• Perform office support such as printing, copying, fax, telephone, and other services.
• Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation, and program format. Some of these include purchase requests, personnel documents, travel vouchers, training requests, etc.
• Prepare and/or review travel authorizations for staff, prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations. Arrange travel, as necessary.
• Serve as a timekeeper and reconcile and maintain current records to assure accuracy, up-to-date record keeping, and accountability in the event of an audit. Advise appropriate managers of time and leave problems.
• Communicate effectively on the status of current projects, including timeframes and document requirements, and key operational issues through formal and informal communications.
• Participate in on-the-job training (i.e., thorough review and discussion on packages, utilization of the various administrative systems, and researching policies and procedures).
• Perform other administrative support tasks as assigned.
• Work products and documents related to responding to requests from senior officials and staff in the office for information from multiple sources. Coordinate and assemble data to respond to inquiries from senior management.
• Work products and documents related to coordinating day-to-day office operations and providing administrative support for one or more NIAID offices, including scheduling, answering phones, greeting visitors, organizing, and prioritizing tasks, and responding to written communications, using and reviewing for grammar, punctuation, and other errors.
• Work products and documents related to providing support for and tracking personnel, travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, property, and other administrative transactions for assigned program areas as the documentation flows through the office in both electronic form and on paper.
• Work products and documents related to developing and maintaining electronic and hard copy filing systems in accordance with internal and NIH policy and regulations.
• Work products and documents related to assisting the AOs in the formulation and development of budget estimates and reports, with emphasis on paying attention to details to assist with monitoring the use and rate of expenditures of program budgets.
• Work products and documents related to assisting the AOs in preparing personnel packages, human resources actions, and award actions in accordance with NIAID and NIH policy and procedures.
• Work products and documents related to preparing or reviewing travel authorizations for staff; prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations.
• Work products and documents related to serving as a timekeeper and reconciling and maintaining current records to assure accuracy, up-to-date record keeping and accountability in the event of an audit, advising appropriate managers of time and leave problems
• Work products and documents related to the maintenance, creation, and update of electronic and manual logs, reports, work files, and related communication as needed to monitor and track projects and actions within the office, routinely following up on pending actions and involving management as needed.
• Work products and documents related to assisting colleagues and program staff in the resolution of issues and problems as they relate to procurement, travel, human resources, time, and attendance, resolving issues both in and outside of the various business systems.
• Work products and documents related to utilizing various software applications such as word processing, spreadsheets, and databases to retrieve data from various databases in conjunction with assignments.
• 8:00am – 5:00pm, Monday through Friday.
• Government will provide: NIH will provide the workspace, utilities, workstations, chairs, tables, phones and service, computers and setup/maintenance, fax machines, copiers, printers, NIH standard applications & software for computers, office/career center furniture, LAN, Internet access, and electronic mail service necessary to perform the requirements of individual Task Orders. This provided office space will be available when the contractor is on site but will not be dedicated when the contractor is not on the site. The vendor may use NIH mail services to the extent possible for mail related to the services of this task order. Space will only be provided for administrative support staff. Parking will be available for on-site personnel only.

o Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.

o Knowledge of HHS and NIH travel regulations, policies, and procedures.

o Knowledge of computerized systems, unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript and Publication System (MAPS), NBS Sunflower (for Property Management), NIH

o Property Management Portal (NPMP), and NBS Concur Government Edition (CGE).

Roles and Responsibilities:

The following tasks are within the Labor Category Description for Admin Assistant. The Admin will have a wide range of responsibilities. The contractor shall:

DELIVERABLES:

Upon request, the contractor shall provide documentation evidence of any and/or all work products, including, but not limited to, the following tasks:

Operational Hours:

8:00am – 5:00pm, Monday through Friday

Government-Furnished Equipment, Badge, Keys, and/or Facilities Provided:

• Government will provide: NIH will provide the workspace, utilities, workstations, chairs, tables, phones and service, computers and setup/maintenance, fax machines, copiers, printers, NIH standard applications & software for computers, office/career center furniture, LAN, Internet access, and electronic mail service necessary to perform the requirements of individual Task Orders. This provided office space will be available when the contractor is on site but will not be dedicated when the contractor is not on the site. The vendor may use NIH mail services to the extent possible for mail related to the services of this task order. Space will only be provided for administrative support staff. Parking will be available for on-site personnel only.