Overview

Goldbelt Glacier is accelerating healthcare delivery and providing superior force health readiness across the military, federal, and civilian landscapes. Goldbelt Glacier is committed to providing transformative and comprehensive health operational capabilities to support customers across scientific, clinical, technological, and program management areas.

Summary:

The Senior Executive Assistant shall work with the OCFO Accounting Operations (AO) division to provide primarily on-site support in the areas of travel voucher/audits and mailroom support.

Responsibilities

Essential Job Functions:

Travel Related Activities

• Work with Travel Teams to include Pre-payment Audit, Manual, and ConcurGov
• Review and audit Manual Travel Voucher’s (SF-1012), Claim for Reimbursement’s (OF-1164, received via Temporary Duty (TDY) Travel Desk.
• Review and audit Travel Pre-Payment vouchers for reimbursement via ConcurGov.
• Access various travel and charge card related roles within the Financial and Business Management System (FBMS).
• Process travel reimbursements in FBMS and upload required travel forms in FBMS for documentation purposes.
• Respond to matters specific to travel via e-mail groups and perform actions in the remedy system.
• Perform various clean-up efforts in FBMS by reviewing discrepancies, making corrections as needed.
• Balance/reconcile Corporate Card statements for all authorized invitational travelers.
• Provide federal travel regulations and departmental policy guidance on all travel related matters to ensure compliance. This includes: TDY, pre-payment audit of travel vouchers, and processing travel reimbursements via FBMS.
• Assist travelers with their entitlements and provide travelers with explanation for allowance regarding reimbursements.
• Work with team on special projects, updating existing travel related internal policies and procedures, and creating new ones as needed.

Mailroom Related Activities

• Receive incoming US Mail, FedEx, UPS and Inter-office mail/packages, and Sort and deliver incoming mail to proper offices.
• Scan and deliver billing statements/invoices to the Accounts Payable team.
• Receive and process incoming Collections (Checks and Money Orders) for the Accounts Receivable team and analyze data and prepare basic Excel spreadsheet.
• Communicate with Accounts Receivable Team as related to Collection Officer duties.
• Assist with gathering information from Program Offices and Collection Officers located throughout the Bureau.
• Re-package mail to support Remote/Telework posture and send to proper staff via USPS/FedEx.
• Prepare outgoing mail/packages for pickup. Arrange courier pick-up as appropriate.
• Perform a wide variety of general clerical work including the maintenance of accurate and detailed records and files, verifying accuracy of information, researching discrepancies, and recording information.
• Participate in special nonrecurring, ongoing projects related to the Mail Room duties and Collection Officer responsibilities.
• Draft, proofread and process a variety of documents including general correspondence, memos, and letters.
• Seek management approval for the ordering general office Supplies related to the CFO. Perform basic market research prior to requesting supply orders.
• Interface with IT in support of excess property and receipt of laptop computers, IT peripherals, and other sensitive property.
• Initiate and maintain a variety of records and files for information and data related to area of responsibility.
• Communicate with OCFO Division POCs and designated program offices at the USGS location as related to mail service, supplies, and other general clerical duties.

Qualifications

NECESSARY SKILLS AND KNOWLEDGE

• Must work well with senior leadership, excel at organization, have a self-starter attitude with the ability to identify and accomplish tasks before others recognize the need.
• Demonstrated excellent written and verbal communication in interpersonal exchanges.
• Strong command of Microsoft Office Applications (i.e., Word, PowerPoint, Excel, and Outlook)
• Ability to demonstrate diplomacy and work professionally and collegially with a highly educated, scientific customer base that is under pressure and in the public eye every day.
• Demonstrated ability to work well independently, be solution-oriented, motivated, and committed to customer and company success.
• Ability to handle a variety of constituencies, manage multiple tasks simultaneously and thrive in a complex environment while balancing multiple competing priorities.
• Excellent judgment and decision making, with strong analytical skills.
• Discretion and confidentiality in handling sensitive information.

MINIMUM QUALIFICATIONS (education, experience, skills)

• Bachelor’s Degree or equivalent experience.
• At least 5 years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment.
• Must be a US citizen.
• Ability to pass a background check.

PREFFERED QUALIFICATIONS (education, experience, skills)

• Experience with travel booking platforms and expense management systems including Financial and Business Management System (FBMS).

Pay and BenefitsAt Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.