ADMINISTRATIVE ASSISTANT - LEVEL 2 (27640)

LTSi - Laredo Technical Services, Inc.•Bethesda, MD

9d•$36 - $37•Onsite

About The Position

Laredo Technical Services, Inc. (LTSi) is seeking an Administrative Assistant - Level 2 to support the Department of Behavioral Health at Walter Reed National Military Medical Center in Bethesda, Maryland. This is a full-time position requiring immediate hire upon completion of background and security investigations. The role involves serving as a program assistant, performing data collection, computation, interpretation, and presentation. Duties include office automation, word processing, email correspondence, managing suspense items, creating briefing charts, and developing/tabulating spreadsheets. The work is primarily sedentary but may involve prolonged walking, standing, sitting, or bending, and preparing conference rooms for meetings. LTSi is a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) and Minority Business Enterprise (MBE), and a proud member of the Military Spouse Employment Partnership (MSEP), encouraging military spouses to apply.

Requirements

Four years’ experience performing administrative assistant/executive assistant duties.
High school diploma or two years of college and able 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.
Possess well-developed human relations skills.
Skilled ability in teamwork and oral communication required.
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 collecting, compiling, editing, analyzing, and presenting data.
Fully capable in development and editing of lengthy, complicated reports that may require multiple software formats.
Possess strong grammar, spelling, punctuation, and formatting skills.
Ability to compose correspondence from draft to final version, both electronic and hard copy.
Possess knowledge of filing systems to establish and maintain office files.
Possess knowledge of the various office functions and services required for coordinating, initiating, and responding to actions, tasking, and suspense’s.
Possess 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

Experience with Defense Medical Human Resources System-internet (DMHRSi)
Experience with Automated Time Attendance and Production System (ATAAPS)
Experience with GENESIS
Experience with Defense Enrollment Eligibility Reporting System (DEERS)
Experience with Defense Travel System (DTS)

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 resolve routine matters.
Arrange for meetings or conferences, including scheduling, 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 required appointments for appropriate personnel.
Input timecards into the automated system, collect and review reports for accuracy, and ensure timely submission of all time and attendance reports.
Maintain time and attendance records and assist office personnel in resolving leave problems.
Prepare overtime authorizations.
Compile reports of employee sick leave usage.
Perform travel-related administrative duties, including utilizing the Defense Travel System (DTS) for arrangements and submitting travel vouchers.
Process and maintain records relating to government travel charge cards.
Coordinate travel orders, confirm travel funds availability, and make arrangements for government usage (airplane, hotel, rental car).
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.
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 utilizing 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 projections of mission services.
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, equipment, and materials.
Review requests to ensure descriptive information is correct and funds are available.
Operate small office supply and forms storeroom, reorder supplies, and issue materials.
Prepare for and participate in surveys and inspections (e.g., Joint Commission, command inspections, OSHA).
Establish internal programs and controls to assure compliance with regulatory requirements and ensure corrective action is taken.
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 physician practices.
Provide accurate analysis, statistical ability, and review of patients’ records.
Provide analysis of data to physicians for decision-making.
Ensure timely submission of forms appropriate to the assigned work area.
Use office automation for clerical, statistical, and data entry tasks.
Produce varied administrative reports, technical papers, correspondence, or written documents, integrating data from different software.
Produce recurring reports, charts, slides, and statistical data using word processing, database, email, spreadsheets, and calendars.
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 format.
Attend conferences and meetings to take minutes and prepare them in final form.
Plan, organize, and direct practices and administrative procedures for consistency and compliance.
Develop and implement new systems or administrative processes.
Ensure periodic and routine workload reports are compiled and submitted accurately and timely.