Description

LAREDO TECHNICAL SERVICES, INC. (LTSi) is a government contracting company in San Antonio, Texas. LTSi is currently submitting a proposal on a contract with the National Institutes of Health for 1 (one) individual that would be interested in a position as an Administrative Assistant II (SCA Labor Category 01312) should LTSi be awarded the contract.

You would be a W-2 employee for LTSi and NOT a government employee.

You MUST submit your resume and complete the LTSi application at www.laredotechnical.com/jobseekers.

This contract is scheduled to run for 3 (three) years.

Position Description

Title: Administrative Assistant II (SCA Labor Category 01312 Secretary II) TORP 3037

Location: Work will be performed at:

National Institute of Health (NIH)

National Institute of Allergy and Infectious Diseases (NIAID)

Office of Science Management and Operations (OSMO)

Office of Administrative Services (OAS)

OEAB

5601 Fishers Lane

Rockville, MD 20850

Job Summary: Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services.

Period of Performance:

The period of performance is for one year (12 months) upon award of this task order, plus two option years (12 months each).

Work hours will be limited to be within the hours of 8:30 am -5:00 pm or 9:00 am 5:30 pm,

Monday through Friday, up to 40 (forty) hours per week.

You will receive 11 (eleven) paid federal holidays. If the holiday falls on a Saturday, the preceding Friday is the holiday. If the holiday falls on a Sunday, the following Monday is the holiday. When Inauguration Day falls within the regularly scheduled tour of duty of an employee in the Metropolitan Washington, DC area, it is observed as a holiday.

New Year's Day (January 1)

Martin Luther King, Jr.'s, Birthday (Third Monday in January)

Presidents' Day (Third Monday in February)

Memorial Day (Last Monday in May)

Juneteenth (June 19th)

Independence Day (July 4)

Labor Day (First Monday in September)

Columbus Day (Second Monday in October)

Veterans Day (November 11)

Thanksgiving Day (Fourth Thursday in November)

Christmas Day (December 25)

Required Qualifications:

You will be required to complete an SF-85 application for a National Agency Check with Inquiries (NACI) for Non-Sensitive position. You must receive a favorable suitability determination to be able to work in this position.

Candidates must have a high school diploma and four (4) years of related work experience performing administrative work.

Ability to maintain confidentiality.

Strong interpersonal relations and good communication skills, both oral and written.

Ability to review and consistently apply guidance, policies, and regulations to create or review administrative documents.

Strong clerical skills including typing and filing. Must perform intermediate data entry and computer skills with Microsoft Office Suite (Word, Outlook, and Excel).

Possess attention to detail and the ability to follow instructions precisely.

Possess good organizational skills, the ability to manage multiple tasks, and demonstrate time management and problem-solving skills.

Skill in establishing and maintaining effective working relationships with administrative and program officials is required to serve as liaison for the Program.

Ability to work in a very busy and high-pressured office and follow through to ensure completion of work.

Ability to work independently and in a collaborative team environment consisting of a diverse population.

Must have advanced computer skills.

Ability to work in a very busy and high-pressured office and follow through to ensure completion of work.

Ability to multi-task and assist multiple NIH employees at once.

Strong clerical skills including typing and filing.

Ability to work in several, complex electronic data systems in order to enter and retrieve the information/data.

Attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills.

Demonstrate accurate recordkeeping.

Skill in establishing and maintaining effective working relationships with administrative and program officials is required to serve as liaison for the Program.

Ability to perform a variety of administrative functions.

Evidence of expertise in customer service.

Relevant health care/hospital experience.

Command of medical terminology.

Contractor staff shall be able to communicate fluently in both spoken and written English

Intermediate/advanced Microsoft Word and Excel application skills.

Excellent attendance record.

Personable attitude and works well with others.

Advanced computer skills and internet research skills are required.

Knowledge of grammar, spelling, punctuation, and required formats.

Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.

Ability to review and consistently apply guidance, policies, and regulations to create or review documents.

Independently initiates, follows up, and completes work assignments on time.

Attend all assigned meetings and actively participate as appropriate.

Must have an ability to synthesize and summarize complex ideas and concisely communicate both verbally and in writing.

Preferred Qualities:

Preferred to have experience in utilizing the following systems:

Concur Government Edition (CGE) travel system;

Purchasing On-Tracking System (POTS);

NIH Fellowship Payment System (FPS);

Manuscript and Publication System (MAPS);

NBS Sunflower (for Property Management);

NIH Property Management Portal (NPMP)

Integrated Time and Attendance System (ITAS);

Nineth Brain Suite (NBS) Concur Government Edition (CGE); and

Nineth Brain Suite (NBS) Learning Management System (LMS)

Knowledge of Health and Human Services (HHS) and NIH travel regulations, policies and procedures.

Knowledge of NIH policies and procedures governing review of personnel request documents.

Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.

Skill in maintaining multiple calendars in Microsoft Outlook.

Knowledge of federal and agency regulations and policies governing local, domestic, sponsored, and foreign travel and skill in preparing travel requests and other travel-related documents.

Knowledge of NIH administrative policies and procedures pertaining to administrative functions.

Knowledge of NIH property management policies and practices and skill in using associated automated systems.

Work experience using NIH applications for entering and tracking purchase requisitions, purchase requests, employee time and attendance information, payment requests to fellows, and travel authorizations and vouchers.

Work experience at NIH performing administrative tasks for procurement support services such as preparing purchase requests for office supplies, preparing purchase requests for office equipment and services, entering payment information into internal and external administrative databases, and maintaining files related to purchases.

Work experience in completing Professional Service Orders for professional speakers and seminars including creating schedules, reserving conference rooms, and arranging travel.

Primary Responsibilities:

The following duties are within the labor category description for an Admin II. The contractor employee will have a wide range of responsibilities including:

Perform clerical duties such as incoming and outgoing mail, FedEx shipments, stock and order supplies, scheduling, logging packages, printing reports, tracking packages, and maintaining files.

Assist Team to provide day-to-day oversight on all administrative-related activities, including, but not limited to, personnel, travel, property, procurement, and budget.

Update various systems and Excel spreadsheets timely to reflect current details accurately. Utilize various administrative systems to routinely research policies and procedures and ensure the reference library (SharePoint) is up-to-date and accurate at all times.

Respond to requests from senior officials and staff in the office for information from multiple sources. Coordinate and assemble data to respond to inquiries from senior management.

Track all personnel, supply, training, and other administrative transactions as the documentation flows through the office in both electronic form and on paper.

Receive and direct visitors and notify appropriate personnel of visitors’ presence and the nature of business. Determine the level of importance and priority of visitors’ business.

Attend team, program, and project meetings; prepare and distribute documents and reference materials for meetings.

Develop and maintain filing systems. Update, maintain, and dispose of files in accordance with policy and regulations. File office documents and retrieve them as requested. Ensure maintenance of records meets policies, procedures, and unwritten guidelines.

Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make and distribute copies, etc. Record and report action items.

Maintain and update logs and reports as needed to monitor and track projects within the office and items needing follow-up. Maintain an electronic tickler system to ensure deadlines are met.

Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems.

Assist the AOs in the formulation and development of budget estimates. Identify, compile, verify, and organize a wide variety of detailed budgetary data related to different accounts, object classes, and line items in support of human resources, procurement, travel, etc. and assist with monitoring the use and rate of expenditures of program budgets.

Assist the AOs to prepare personnel packages and assist with the recruitment process, in-and-out processing of staff, and maintenance of updated reports on personnel actions in progress and projected. Prepare personnel actions for performance increases, awards, and other actions.

Perform a detailed technical review of various types of personnel packages. This includes but is not limited to, new appointments, renewals, and terminations. Personnel types such as contracts, Fellows, FTE and non-FTE appointments, conversions, and reassignments.

Serve as a liaison with the Office of Human Resources to resolve routine processing problems and to follow up on actions already submitted.

Use various software applications such as word processing, spreadsheets, and databases. Retrieve data from various databases in conjunction with assignments.

Create documents for staff and review documents for grammar, punctuation, and other errors. Perform office support such as printing, copying, fax, telephone, and other services.

Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation, and program format. Some of these include purchase requests, personnel documents, travel vouchers, training requests, etc.

Prepare and/or review travel authorizations for staff, prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations. Arrange travel as necessary.

Serve as a timekeeper and reconcile and maintain current records to assure accuracy, up-to-date record keeping, and accountability in the event of an audit. Advise appropriate managers of time and leave problems.

Communicate effectively on the status of current projects, including timeframes and document requirements, and key operational issues through formal and informal communications.

Participate in on-the-job training (i.e., thorough review and discussion on packages, utilization of the various administrative systems, and researching policies and procedures).

Perform other administrative support tasks as assigned.

Work products and documents related to responding to requests from senior officials and staff in the office for information from multiple sources. Coordinate and assemble data to respond to inquiries from senior management.

Work products and documents related to coordinating day-to-day office operations and providing administrative support for one or more NIAID offices, including scheduling, answering phones, greeting visitors, organizing and prioritizing tasks, and responding to written communications, using and reviewing for grammar, punctuation, and other errors.

Work products and documents related to providing support for and tracking personnel, travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, property, and other administrative transactions for assigned program areas as the documentation flows through the office in both electronic form and on paper.

Work products and documents related to developing and maintaining electronic and hard copy filing systems in accordance with internal and NIH policy and regulations.

Work products and documents related to assisting the AOs in the formulation and development of budget estimates and reports, with emphasis on paying attention to details to assist with monitoring the use and rate of expenditures of program budgets.

Work products and documents related to assisting the AOs in preparing personnel packages, human resources actions, and award actions in accordance with NIAID and NIH policy and procedures.

Work products and documents related to preparing or reviewing travel authorizations for staff; prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations.

Work products and documents related to serving as a timekeeper and reconciling and maintaining current records to assure accuracy, up-to-date record keeping and accountability in the event of an audit, advising appropriate managers of time and leave problems

Work products and documents related to the maintenance, creation, and update of electronic and manual logs, reports, work files, and related communication as needed to monitor and track projects and actions within the office, routinely following up on pending actions and involving management as needed.

Work products and documents related to assisting colleagues and program staff in the resolution of issues and problems as they relate to procurement, travel, human resources, time, and attendance, resolving issues both in and outside of the various business systems.

Work products and documents related to utilizing various software applications such as word processing, spreadsheets, and databases to retrieve data from various databases in conjunction with assignments.

Qualifications