Administrative Office Assistant

Constellis•Philadelphia, PA

3h•Onsite

About The Position

The office administrative assistant support shall be provided to the Government covering a wide range of administrative assistant and clerical functions and efforts. Office administrative assistant services support should directly support the everyday activities of the Mega Centers Branch Operations and the Law Enforcement Operations Division. Office administrative support provided herein will include, but is not limited to, assisting in the performance of the of administrative duties.

Requirements

High School diploma or GED
Excellent phone skills
Customer Service– Knowledge of principles and processes for providing customer services. This includes meeting established quality standards
Computer Skills – Utilizes a personal computer with word processing, spreadsheet and related software with reasonable speed and accuracy
Proficient in Word, Excel, and data entry
Experience in invoicing, budget tracking, and general accounting skills
Be able to handle filing and other administrative duties
Interpersonal Relationships – Develops and maintains cooperative and professional relationships with employees at all levels, representatives from various departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes

Responsibilities

Assist FPS SMEs in collecting and inputting information into the Time and Attendance (WebTA) reporting system for staff; assist in tracking individual daily schedules and annotate them for future retrieval or audits;
Assist FPS SMEs in collecting and inputting information into the Federal Financial Management System (FFMS) associated with the Mega Center COR functions.
Produce a typed transcript of the meeting minutes from the weekly manager’s meeting as needed to include, but not limited to, the weekly manager’s conference call
Assist FPS SME’s in verifying purchase card statements associated with the Mega Center monthly purchase card transactions
Research and prepare all purchasing worksheets for approval and any other P-Card related activity at the direction of the center manager. Once approved, assist FPS SMEs to ensure all government purchase card documentation is completed according to regulations
Maintain the purchase card spreadsheet to track the Mega Center budget. List all transactions made on the purchase card based on the predetermined transaction lines and budget
Assists the FPS SMEs documentation for Mega Center invoices, IAR’s. and spreadsheets for the accurate accounting of fiscal responsibility
Assist in updating the internal filing system within the Mega Center
Schedule meetings. Manage staff calendars and the conference call bridge calendar
Prepare and track shipping for all incoming and outgoing packages
Assist with the contract new hire process. Coordinate required tasks for preliminary background screening. Finalize all e-QIP packet requirements to start the federal government background process
Prepare paperwork for new and replacement PIV cards for all Mega Center staff. Coordinate with specific government agencies for PIV card production
Produce, update, and distribute Mega Center staff internal phone lists. Assist in tracking all inventories within the Mega Center. Assist with the yearly Sunflower campaign which will include meeting all deadlines, scanning or inputting all required inventory into the Sunflower database, and attend all campaign meetings and training. Prepare accountability inventory reports for Mega Center staff. Prepare paperwork for all missing, damaged, or transfer of inventory items from or to the Mega Center
Assist FPS SMEs with Mega Center IAR’s and data input into WebView and FFMS
Update and distribute HQ Mega Center staff directory to affiliate Mega Center personnel
Complete special projects assigned by the Mega Center Branch Chief or other Divisional personnel
Update Mega Center personnel information in the Mega Center information system