Administrative Assistant/ Project Support Specialist

Longenecker & Associates • Aiken, SC

11h • Onsite

About The Position

Longenecker & Associates (L&A) seeks a motivated Administrative Assistant/ Project Support Specialis t to contribute to our mission supporting our work in Aiken, South Carolina. L&A is a woman-owned small business and trusted partner enabling critical missions across the U.S. Department of Energy (DOE) complex for more than 30 years. We contribute to DOE’s nuclear security and environmental remediation enterprise by providing the highest-caliber staff and experts. L&A is unconditionally committed to mission success and the well-being of employees, the nation and the environment. Our team members are passionate about building a healthier environment for generations to come. We are a community that interfaces and effectively communicates with all levels of management and government. If you have a passion for excellence, seek opportunities to engage in mission critical work, and consistently exceed expectations, apply now to join our professional family. POSITION DESCRIPTION The main duties include, but are not limited to: · Assist VP PM Director and Deputy Director in office management, · Manage Office Budget, · Chamber Membership, · ETEBA/CNTA memberships, · Business License for SC Renewal, · COI renewals-work with Finance office, · Office functions management, including the Christmas party, town halls, performer dinners, L&A corporate visits, governance reviews, venue setup, menus, attendee lists, draft invitations, creating an RSVP tracker and monitoring responses, sending reminders at designated intervals, and coordinating nametags, swag, and all necessary event materials, · Format Resumes for proposals in a timely manner, · Handling “Valley Water Beverage” Water cooler/Water payments, · Monitor SR-PMO inbox for new expense reports and route to invoices, · Assist with draft cost proposals, including new proposals for scopes of work, and coordinate with the buyer to write the scope, determine the period of performance, funding, charge codes, travel funding, and estimates, · Change notices, adding funding or extensions to POP, adding/removing performers, adding scope, charge codes, · Funding Tracker, updating POP and spend vs. funding to provide % spent, notifying end users and management of upcoming funding and POP issues, providing funding breakdowns on contracts of 70% spent, issuing funding notifications to end users and performers, and advising on remaining billable hours, · SRNL Procurement Management, ensure items and/or actions are completed, set up and lead meetings, SRNL Contracting Officer procurement tracker, all TOAs submitted/in house working, document and file TOAs (drafts, signed and executed), notify Contracts and Accounting of contract changes and details, and attend virtual weekly meetings, · BSRA (SRNL) Monthly Partners Meetings, setup meetings, build Monthly Partners Report (adding hours billed per month, labor and travel totals per performer, add new performers with POCs and job descriptions), · SRNS MSP Program, review new job opportunities, calculate/analyze rate, pay, and fee% MR/KC, update Outlook calendar of new job postings, pull job description, max hiring manager $ and close date to create reminder for Recruiting and SRS team, review resumes, min quals, best fit, and name checks with others on site/L&A, · Track submissions from start to submittal, including candidate RTR, resume, profile in system, and update SharePoint with folders per posting per submission, · BOA holder meetings, review small vs. large business position trackers, incumbent notifications, and attend virtual meetings, · New Hire, submittal of contract documents for selected candidates (PF 99, PF 245, subcontract coversheet DOE F, signed TOA), request OCI for all new performers (except SRNL), route TOA for signature based on LOA, route FE TOA, new performer setup emails, notify Unanet POC/Contracts POC with correct information for setup, and review and approve SOW/ICA/BOA/Unanet setup, · Travel Authorizations (Fluor), gather filled TA from performer including manager signature, route to Libby York and Debbie Rogers (2 ‑ week process), and route fully executed TA to Accounting to include with invoices, · Charge code and speed chart code updates, ensure new speed chart codes and charge codes are updated in the system.

Requirements

• HS Diploma and 5 years of related experience
• Bachelors Degree preferred

Nice To Haves

• Previous experience on DOE sites and programs
• Other desired but not required experience

Responsibilities

• Assist VP PM Director and Deputy Director in office management
• Manage Office Budget
• Chamber Membership
• ETEBA/CNTA memberships
• Business License for SC Renewal
• COI renewals-work with Finance office
• Office functions management, including the Christmas party, town halls, performer dinners, L&A corporate visits, governance reviews, venue setup, menus, attendee lists, draft invitations, creating an RSVP tracker and monitoring responses, sending reminders at designated intervals, and coordinating nametags, swag, and all necessary event materials
• Format Resumes for proposals in a timely manner
• Handling “Valley Water Beverage” Water cooler/Water payments
• Monitor SR-PMO inbox for new expense reports and route to invoices
• Assist with draft cost proposals, including new proposals for scopes of work, and coordinate with the buyer to write the scope, determine the period of performance, funding, charge codes, travel funding, and estimates
• Change notices, adding funding or extensions to POP, adding/removing performers, adding scope, charge codes
• Funding Tracker, updating POP and spend vs. funding to provide % spent, notifying end users and management of upcoming funding and POP issues, providing funding breakdowns on contracts of 70% spent, issuing funding notifications to end users and performers, and advising on remaining billable hours
• SRNL Procurement Management, ensure items and/or actions are completed, set up and lead meetings, SRNL Contracting Officer procurement tracker, all TOAs submitted/in house working, document and file TOAs (drafts, signed and executed), notify Contracts and Accounting of contract changes and details, and attend virtual weekly meetings
• BSRA (SRNL) Monthly Partners Meetings, setup meetings, build Monthly Partners Report (adding hours billed per month, labor and travel totals per performer, add new performers with POCs and job descriptions)
• SRNS MSP Program, review new job opportunities, calculate/analyze rate, pay, and fee% MR/KC, update Outlook calendar of new job postings, pull job description, max hiring manager $ and close date to create reminder for Recruiting and SRS team, review resumes, min quals, best fit, and name checks with others on site/L&A
• Track submissions from start to submittal, including candidate RTR, resume, profile in system, and update SharePoint with folders per posting per submission
• BOA holder meetings, review small vs. large business position trackers, incumbent notifications, and attend virtual meetings
• New Hire, submittal of contract documents for selected candidates (PF 99, PF 245, subcontract coversheet DOE F, signed TOA), request OCI for all new performers (except SRNL), route TOA for signature based on LOA, route FE TOA, new performer setup emails, notify Unanet POC/Contracts POC with correct information for setup, and review and approve SOW/ICA/BOA/Unanet setup
• Travel Authorizations (Fluor), gather filled TA from performer including manager signature, route to Libby York and Debbie Rogers (2 ‑ week process), and route fully executed TA to Accounting to include with invoices
• Charge code and speed chart code updates, ensure new speed chart codes and charge codes are updated in the system
• Assist VP PM Director and Deputy Director in office management
• Manage Office Budget
• Office Supply orders/ management for efficient functions
• Manage cleaning company/approve invoices
• Manage schedule for conference rooms
• Manage calendar for Aiken Office Staff
• Add all staff Augemntations reminders to the calendar
• Coordinate/prepare for Aiken office functions both in house and off-site
• House Keeping approval to invoice email
• Check mail weekly
• Recruiting meetings/management, attend recruiting meetings and advise recruiting on priorities, review resumes and select candidates, compile paperwork from candidates for submission to SRNS, FLUOR, SRNL, and manage interviews and client engagement
• Assist VP with Trakstar, 90 ‑ day and 365 review, and schedule calls with management and performers
• Customer Service end users, field customer calls and requests, ensure we meet customer needs in timely manner via phone/email
• Performer communications/HR questions, welcome packet, GET and badging instructions, first day check ‑ in, “From the Desk of” weekly mass email, site notifications, L&A information and topics, field HR questions, maintain Active Master List, and mass broadcast of Weapons Complex Monitor Briefing “VP Distro List” and other newsletters containing industry information and news
• PPW updates and management, forecast updates, contractual updates, accruals, issues, risks, milestones, performers worked per month, new hires and contract mods, and consistently manage Active/Inactive performer list.
• Ability to work in a diverse work environment
• Satisfactory results of a pre-employment screening, which includes a background check and drug screening in accordance with Federal requirements (details below)
• Ability to fulfill and promote L&A core values

Benefits

• As an L&A employee, you will be eligible for a competitive salary as well as a comprehensive benefits package including healthcare (medical and dental), 401K plan, and paid time off.
• We believe in investing in our employees beyond compensation and as an L&A employee, you will have access to in-house training, career pathing, mentoring, award programs, tuition reimbursement and much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees