Administrative Assistant II

Goldbelt, Inc. • Atlanta, GA

6h • $78,000 - $88,000 • Onsite

About The Position

Goldbelt Professional Services specializes in providing expert resources for Public Health missions including scientific, technical, and administrative support from junior staff to high-level subject matter experts. Research and data driven, Goldbelt Professional Services’ experts create solutions customized to the client’s needs.
Summary:
Goldbelt Professional Services, LLC is seeking an Administrative Assistant II to work with our client at the Center for Disease Control and Prevention. The position will be working at Centers for Disease Control and Prevention (CDC) Roybal Campus in Atlanta, GA. The CDC is the nation's premier health promotion, prevention, and preparedness agency. The Administrative Assistant will report to Goldbelt Professional Services leadership to ensure the execution of timely, high-quality deliverables for the client.

Requirements

• Strong aptitude for processing, working with, and dealing with competing priorities.
• Highly familiar with all aspects of CDC travel from planning to reporting.
• Strong written and verbal communication.
• Strong organizational skills.
• Attention to detail is a must.
• Must be capable of working with general guidance and with little to no supervision.
• Demonstrated ability to decipher and organize exceptionally large databases.
• Able to build and learn other networks and suggest appropriate statistical methods based on relevant experience.
• Able to collaborate with internal CDC partners.
• High School Diploma
• At least 10+ years' relevant administrative experience.
• Experience working with executives or senior leaders.
• Strong background with travel process for client services
• Ability to obtain and maintain CDC Public Trust Clearance.

Nice To Haves

• Bachelor's degree in Business Administration, Human Resources, Marketing, or related field.
• 3+ years' experience in business administration, office management, or project management.
• Prior experience working with the CDC is highly desired to understand the culture and environment.

Responsibilities

• Perform clerical, administrative, and data entry duties for Division leadership and organizational units including drafting agendas and recording and disseminating meeting notes to designated FTE.
• Use strong interpersonal skills to provide substantial coordination and interface with other CIO staff and Division staff.
• Manage the calendar of the assigned senior staff members by responding to meeting invites and inquiries, noting dates and times of important events, and rescheduling.
• Provide coverage via Mobile device for emergencies that may arise after hours or on the weekends when executives are traveling.
• Arrange travel and accommodations for OD leadership and its organizational units and support the team by preparing travel orders, memos, travel vouchers, and support documentation for approval and disbursement of funds.
• Provide timekeeping services for the Division, following CDC policies and procedures, and technical guidance provided by the Division. A key activity is reconciling any leave taken by staff with what is officially recorded within the CDC’s timekeeping system. This task includes consulting with and bringing to the attention of the Administrative Officer and Division Management Official, and Timekeeper issues where exceptions do not match approvals that have been documented.
• Review and confirm requests in EASI, including work schedule designation forms, Overtime requests, and leave requests for employees.
• As time clerks for the Division, process time and attendance for FTEs in the TASNET system. Review employees’ information in the HHS/CDC time management system to account for any discrepancy between an employee's actual leave taken and the hours submitted and approved into EASI.
• Submit information from FTEs in Vendor Supplied Training System (VSTS).
• Monitor all OD leadership and its organizational units' conference rooms, schedule meetings as necessary, and resolve conflicts in the conference room schedules.
• Review drafts and outgoing correspondence for proper attachments, signatures, clearances, and conformance to program procedures; prepare presentation outlines and develop letters for replies to inquiries.
• Control the production of reports and outgoing correspondence to ensure suspense dates/times are met, including coordinating the efforts of various staff members.
• Print and assemble briefing
• Draft brief letters and memos after receiving general instructions on the subject matter when correspondence relates to non-technical, administrative matters such as memos about deadlines or requirements to submit reports.
• Provide other general administrative support as required and maintain awareness of changes to processes and remain flexible in integrating these changes.
• Review contents of files and summarize information for staff (e.g., locates material and information in files and/or intra/internet resources for information related to subject matter or topic; locate information from file or other sources for recurring internal reports and
• Submit orders in Credit Card Purchasing System (CCPS). Ensure all necessary information is received and accurate before submission
• Serve as backup coverage for other contractor support staff when out of office.
• Integrate a variety of types of office automation software to generate specific working documents and forms while providing technical assistance.
• Ensure compliance with current processes for domestic and international travel processing as
• Utilize the SharePoint site to record accurate and complete travel data at the pre-travel, travel preparation, and post-travel reimbursement stages.
• Engage travelers and travelers’ points of contact to acquire required travel documents, including letter of invitation (LOI), and when necessary, provide technical assistance so that an LOI can be
• Collect and facilitate the routing of travel authorization requests through CPR’s travel request SharePoint site and manually process and route requests for approval that cannot be processed
• Submit travel requests through the HHS/CDC travel management system, currently CONCUR, addressing unexpected travel issues that may arise, triaging travel requests in a manner that ensures routine travel requests are approved at least two days prior to the staff member’s travel. Proactively complete information that was missed by travelers in order to avoid delays of submissions and preparation.
• Triage travel requests in a manner that ensures short notice travel requests (i.e., notification of less than 3 business days) are immediately processed, tracked through to approval, and the traveler is kept informed of approval status.
• Develop a travel packet for each traveler to include required document.
• Process travel vouchers within 3 business days of receiving complete documentation to allow staff time to sign by end of 5th day per CDC travel policy.
• Provide notices to travelers on the voucher policy within 24 business hours of their return date to their duty station after travel. Send all necessary reminders with COR and FTE supervisor copied.
• Participate in Executive Assistant (EA) Meetings to discuss processes, necessary training, issues, etc. Provide meeting notes to COR within 72 hours.
• Attend bi-weekly Travel Preparer meetings with the team.
• Prepare travel requests following the federal Joint Travel Plan travel (domestic and international) using independent judgment to propose the most efficient travel itinerary, schedule travel plans, prepare travel orders, process travel claims, schedule flights, rental vehicles, and hotels. Prepare a travel folder that includes background (confirmation or reservation numbers, locations of meetings and flights, submission and routing of travel claims, and logistics for travel once arriving at the destination), emergency assistance during travel, and preparation of boarding documentation the day before travel, and document trip progress reports, and submission of paperwork for travel comp time as appropriate.
• Assist Branches with the development of Travel Projections.

Benefits

• As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED