Administrative Assistant - Level 2 (27640)

Ltsi•Bethesda, MD

8d•Onsite

About The Position

Laredo Technical Services, Inc. (LTSi) provides staffing services to federal Government agencies worldwide, connecting the right opportunities with the right people. As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) and Minority Business Enterprise (MBE), LTSi specializes in administrative, project management, and medical staffing support. The company is also a proud member of the Military Spouse Employment Partnership (MSEP), encouraging military spouses to apply. This specific role is for an Administrative Assistant Level 2 within the Department of Behavioral Health at Walter Reed National Military Medical Center in Bethesda, Maryland. The position requires immediate hire upon completion of background and security investigations. The role involves serving as a program assistant, performing data collection, computation, interpretation, and presentation, along with various clerical and administrative duties. Duty hours are Monday through Friday, between 0645 and 1700, with a 30-minute lunch break, excluding Federal holidays or government-directed closings.

Requirements

Four years’ experience performing administrative assistant/executive assistant duties.
High school diploma or two years of college, with the ability to demonstrate expertise through a combination of education and experience.
Computer Literacy (Microsoft Office, Internet) is essential.
Advanced knowledge in the use of Power Point, Excel, and Word software, capable of editing, developing, and reformatting complex formats (graphics, tables within text, revise and update spreadsheets, etc.).
Demonstrated outstanding professional competence and exceptional organization ability.
Well-developed human relations skills.
Skilled ability in teamwork and oral communication.
Knowledge of hospital structure, clinical missions and programs to perform a wide variety of administrative and clerical support functions.
Thorough knowledge of the regulations, procedures, and processes governing administrative management functions and the organization’s structure and functions.
Broad knowledge of budget and other financial management regulations, practices, procedures, and policies.
Fully capable of collecting, compiling, editing, analyzing, and presenting data.
Fully capable in development and editing of lengthy, complicated reports that may require multiple software formats.
Strong grammar, spelling, punctuation, and formatting skills.
Ability to compose correspondence from draft to final version, both electronic and hard copy.
Knowledge of filing systems to establish and maintain office files.
Knowledge of the various office functions and services required for coordinating, initiating, and responding to actions, tasking, and suspense’s.
Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of office automation software such as databases, spreadsheets, and word-processing.
Shall be able to read, write, speak and understand English.
Must be a U.S Citizen.

Nice To Haves

Knowledge of hospital structure, clinical missions and programs to perform a wide variety of administrative and clerical support functions such as providing program coordination between the directorate offices, tracking staff actions, summarizing information from files and documents and resolving a wide range of problems.
Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of office automation software such as databases, spreadsheets, and word-processing to produce a wide range of technical documents, reports and correspondence requiring complex formats.

Responsibilities

Perform a variety of administrative and support duties in areas such as personnel management, technical reporting, timekeeping, security, travel, training, procurement, and files management.
Assist personnel with administrative functions and related tasks.
Use judgment to adapt established precedents and guidance to specific issues and situations, considering regulatory constraints and procedures.
Assist with assigned special projects and programs.
Receive telephone calls and visitors, ascertain the nature of the call, and direct to the appropriate personnel.
Provide backup coverage for the clinic/service front desk when necessary.
Resolve routine matters and direct other inquiries to appropriate personnel based on knowledge of program activities, procedures, and requirements.
Initiate calls for information pertaining to administration and office management, referring only important matters to senior administrative staff.
Arrange for meetings or conferences, including selecting times, reserving facilities, and notifying participants.
Assemble supplemental or background materials for conferences and meetings.
Maintain knowledge of pending conferences, appointments, briefings, and telephone calls, and remind senior administrative staff of commitments.
Arrange appointments for appropriate personnel as needed, using personal judgment or specific instructions.
Input timecards into the automated system, collect and review reports for accuracy, and ensure timely submission.
Maintain time and attendance records and assist office personnel in resolving leave problems.
Prepare overtime authorizations.
Compile and distribute reports of employee sick leave usage.
Perform travel-related administrative duties, including using the Defense Travel System (DTS) for arrangements and submitting travel vouchers.
Process and maintain records related to government travel charge cards.
Coordinate travel orders, confirm travel funds availability, deliver tickets, and make reservations for government usage.
Serve as the main point of contact for publications, forms management, and records management duties.
Establish and maintain administrative and functional files, reference publications, and suspense files.
Obtain documents and background information from files and personnel for senior administrative staff.
Ensure files are maintained properly and provide technical assistance to other administrative personnel.
Ensure timely follow-up on upcoming suspense dates.
Prepare recurring and special reports using data from files, records, and feeder reports.
Ensure the routing and control of classified documents comply with administrative controls and procedures.
Receive and control incoming correspondence, publications, and regulations.
Screen items for personal handling and forward the remainder to appropriate staff members.
Keep senior administrative staff informed of project status related to correspondence.
Compose responses to inquiries on administrative matters, office procedures, and non-technical aspects of office programs.
Advise action officers on procedural requirements, data appropriateness, coordination, grammar, spelling, and format.
Perform fiscal analysis of funds and report findings for program planning, evaluation, and fiscal management.
Gather, analyze, and prepare program data from various sources.
Monitor and track obligations and expenditures of funds.
Prepare monthly updates of mission services projections with input from department personnel.
Provide support in preparing cost estimates for each delivery order.
Use spreadsheets to track funding.
Verify the validity of vouchers, bills, invoices, and other financial documents before payment.
Update the work area’s supply source catalogues.
Initiate, prepare, and complete purchase orders for medical supplies, education materials, office equipment, and supplies.
Review requests to ensure descriptive information is correct and funds are available.
Obtain invoices to complete procurement actions.
Operate a small office supply and forms storeroom, reorder supplies, and issue materials.
Prepare for and participate in surveys and inspections (e.g., Joint Commission, OSHA, Fire Department).
Establish internal programs and controls to assure compliance with regulatory requirements and follow up on corrective actions.
Advise personnel on procedures for preparing and processing personnel actions (e.g., performance appraisals, awards, training requests).
Maintain a follow-up suspense system for personnel actions.
Submit complete packages to initiate the recruitment process.
Manage the departmental database, maintaining input on clinical services and allowing review of physician practices and disease correlation.
Provide accurate analysis, statistical ability, and review of patients’ records.
Provide data analysis to physicians for decision-making regarding critically ill patients.
Ensure timely submission of forms appropriate to the assigned work area.
Use office automation to accomplish clerical, statistical, and data entry tasks.
Produce varied administrative reports, technical papers, correspondence, or written documents, potentially integrating data from different software.
Produce recurring reports, charts, slides, and statistical data using word processing, database applications, electronic mail, and spreadsheets.
Use automated systems to create/delete files, search records, and store/extract material from various software packages.
Transmit large amounts of information and generate reports.
Edit documents for grammatical correctness, clarity, and proper format, referring to dictionaries, style manuals, and organizational policies.
Attend conferences and meetings to take and prepare minutes.
Plan, organize, and direct practices and administrative procedures to ensure consistency and compliance.
Develop and implement new systems or administrative processes, using judgment to correct inefficiencies.
Ensure periodic and routine workload reports are compiled and submitted accurately and on time.