Travel, Time & Attendance, and Administrative Operations Support

Ocean Associates Incorporated•Silver Spring, MD

15h•$25 - $45•Hybrid

About The Position

Ocean Associates Inc. (OAI) is seeking an applicant to provide Travel, Time and Attendance, and Administrative Operations support to the National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), Office of the Assistant Administrator (OAA) in Silver Spring, MD. OAI is a Virginia corporation established in 2003 that provides consulting and technical services to the U.S. government, non-governmental organizations, international organizations, and the private sector. We specialize in scientific program and project management, strategic planning, professional and technical services, and stakeholder engagement, supporting government contracts. NOAA’s National Marine Fisheries Service (NMFS), also known as NOAA Fisheries, is responsible for the stewardship, conservation, and management of the Nation’s living marine resources and their habitats. NMFS supports sustainable fisheries, protected species recovery, healthy marine ecosystems, safe seafood, and science-based decision-making. The NMFS Office of the Assistant Administrator (OAA) provides executive leadership and coordination for regulatory, scientific, communications, operational, human capital, aquaculture, policy, and equal employment opportunity activities. OAA requires professional administrative and analytical support to maintain timely, secure, accurate, and accessible operations across its executive and mission support functions.

Requirements

Bachelor’s degree and three (3) years of experience, or a Master’s degree, from an accredited college or university.
Qualifications should be commensurate with an associate degree or equivalent experience and approximately eight years of relevant administrative experience for senior support roles.
Strong written and oral communication skills.
Proficiency with Microsoft Office, Google Workspace, Adobe Acrobat, electronic file management, calendars, spreadsheets, and approved collaboration tools.
Ability to learn NOAA/DOC systems and procedures quickly.
Experience providing executive-level administrative support, calendar management, meeting logistics, correspondence preparation, travel preparation, time and attendance administrative support, facilities/training/IT request coordination, and file management.

Responsibilities

Provide administrative operations support to the OAA Front Office and other OAA offices as directed.
Prepare travel authorizations, vouchers, reimbursement support documents, and related travel packages in the current Federal travel system and in accordance with applicable Federal travel regulations and NOAA/NMFS procedures.
Coordinate travel logistics for OAA Federal staff and invited travelers, including itinerary coordination, documentation, voucher support, and status tracking.
Maintain travel trackers, flag missing approvals or documentation, and provide status updates to travelers and Government officials as directed.
Support conference and group travel package preparation and routing when requested.
Provide administrative support for time and attendance tracking using the approved Government timekeeping system and NOAA procedures.
Maintain pay period calendars, send reminders, review timesheets for completeness or obvious errors, and notify employees and approving officials of outstanding actions.
Prepare timekeeping status reports for Government review. Government officials retain all certification and approval authority.
Coordinate facilities requests, training request packages, IT helpdesk tickets, space needs, equipment needs, and purchase request packages as directed by the COR.
Monitor shared mailboxes, maintain calendars and contact lists, schedule meetings and appointments, and manage meeting logistics for executive leadership and OAA staff.
Prepare agendas, meeting notes, action item trackers, meeting preparatory materials, and follow-up reminders.
Coordinate hybrid and virtual meeting support using approved technologies such as Google Meet, WebEx, or other Government-approved tools; support conference room audiovisual setup and coordination with helpdesk or vendors when authorized.
Prepare and edit correspondence, memoranda, manuals, informational materials, forms, newsletters, reports, spreadsheets, and presentation materials.
Perform basic statistical calculations and data organization for reports, briefings, dashboards, and presentations.
Upload routine documents to approved web content management systems or shared repositories when authorized and trained.
Maintain budget tracking and expense reconciliation support documentation for Government review.