Administrative Assistant

Innovative Consulting & Management Services, LLC•Manhattan, KS

42d•Onsite

About The Position

Administrative Assistants provide administrative support to the U.S. Department of Agriculture’s National Bio-Agro Defense Facility (NBAF) Senior Leadership Office and Facility Operations and Maintenance Unit in Manhattan, Kansas. NBAF conducts research, diagnosis, and training related to animal diseases foreign to the United States to protect American agriculture and domestic food sources. The positions support NBAF biocontainment facilities and may require entry into BSL-3, BSL-3e, BSL-3ee, BSL-3 Ag, and BSL-4 laboratories, as well as additional personnel security requirements. The role works closely with the Administrative Officer, Management Analyst, supervisors, managers, and NBAF support staff to provide administrative, personnel, training, procurement, payroll, and program coordination. Duties include processing personnel actions and related documents, supporting employee performance reviews and awards, maintaining training records, assisting employees with human resources and benefits information, preparing procurement requests and task orders, coordinating work-study activities, and serving as a timekeeper. The position also uses office software and databases to prepare correspondence, reports, and other materials, and may operate government-owned vehicles for official purposes.

Requirements

High school diploma or GED.
At least 2 years of experience working as an Administrative or Executive Assistant.
Understanding of human resources processes and documentation processing.
Understanding of federal laws and regulations.
Ability to prepare and manage procurement requests.
Ability to prepare status reports upon request by the Contracting Officer’s Representative (COR).
Ability to serve as an initial point of contact for questions, information, and problem resolution related to office functions, policies, and procedures.
Ability to gather documentation supporting conclusions reached.
Experience scheduling meetings and coordinating with staff.
Experience serving as a timekeeper for facility staff.
Strong Microsoft Excel skills and proficiency in Microsoft Word or financial management systems.
Ability to follow step-by-step instructions.
Ability to prepare and manage travel requests.
Effective written and oral communication skills.
Motor Vehicle or Commercial Driver’s License required.
Drug test required.
Financial disclosure required.
Department of Justice (DOJ) Security Risk Assessment approval required.
National Agency Check with Inquiries (NACI) clearance required.
Immunizations may be required.
Respirator fitting and certification required.

Nice To Haves

Proficiency in Microsoft Office 365 Suite, SharePoint, and Adobe Acrobat.
Proficiency in organizing and using MS Teams for communications and project management.
Demonstrated mastery of office administration skills through work experience.

Responsibilities

Serve as a contact for Letter of Authorization appointees and students in preparing Requests for Personnel Action (SF-52s) and supporting documents for changes of work requests.
Coordinate the NBAF employee Performance Review program with the Management Analyst.
Assist the Administrative Officer in preparing human resources reports.
Monitor and maintain records for required annual employee training sessions, and provide information about training policies, procedures, and regulations.
Prepare, coordinate, and maintain Procurement Requests (AD-700 requisitions).
Operate government-owned vehicles for official purposes and observe applicable safety and security protocols.
Provide administrative support to NBAF personnel in coordination with the Administrative Officer and staff.
Serve as the initial point of contact for questions, information, and problem resolution involving office functions, policies, and procedures.
Work with NBAF unit support staff to prepare SF-52s and other administrative and personnel forms.
Review human resources action requests for accuracy and completeness, ensure corrections are made, and include any additional required information or documents.
Review human resources documents and SF-50 Notifications of Personnel Actions, and alert headquarters personnel to errors or needed corrections.
Review Position Description Cover Sheets (AD-332s) for consistency with position descriptions before submission to the Human Resources Branch, resolve inconsistencies, and distribute official position description copies after actions are completed.
Provide employee orientation and issue identification cards.
Manage employee out-processing and ensure appropriate forms are forwarded.
Respond to walk-in applicants and callers asking about employment opportunities and other appropriate information.
Review completed rating forms for accuracy, completeness, and mandatory entries, and forward them to the Area Office for processing.
Research questions from supervisors and employees on the full range of human resources support activities.
Support NBAF cardholders and provide individual support training as required.
Prepare and maintain research-support task orders, process student payroll vouchers, monitor task-order funds, and close task orders to a zero balance at the end of each fiscal year.
Serve as timekeeper for Administrative Office staff.
Use word processing, email, and Internet and intranet websites to produce documents, correspondence, and reports.
Proofread documents for correct punctuation, spelling, and grammar.
Use database or spreadsheet software to enter, revise, or retrieve data for standard reports, and graphics software to provide charts, graphs, or directories.
Provide information, forms, and online references about benefits, pay, and related matters, including retirement, health, leave, Flexible Spending Accounts, supplemental insurance, and long-term care.
Work with supervisors and managers on Thrift Savings Plan matters, personnel-information changes, training, awards, performance forms, recruitment, within-grade increase actions, and related issues.
Coordinate the NBAF awards program, including submitting and tracking performance documents and Extra Effort awards and providing staff with information and guidance on procedures and status.
Coordinate the NBAF Work Study Program by contacting universities and providing information to identify eligible participants.