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 (NIH) for 5 (five) individuals that would be interested in a position as a Senior Administrative Assistant (SCA Labor Category 01313) 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.

The contract is scheduled to run for 5 (five)-years.

Position Description

Title: Senior Administrative Assistant (SCA Labor Category 01313 Secretary III)

Location:Work will be performed at:

NIH

National Institute on Drug Abuse (NIDA)

Office of Science Policy and Communications (OSPC)

Office of the Director (OD)

11601 Landsdown Street

North Bethesda, MD 20852

Job Summary: Under this task order, the Contractor will independently provide support services to satisfy the overall operational objectives of the National Institute on Drug Abuse. The primary objective is to provide services and deliverables through performance of support services.

Period of Performance:

The contract is currently scheduled to start June 21, 2023 and run through June 20, 2029, unless the contract is cancelled or extended by the government. (One twelve-month base period and four twelve-month option periods)

Work hours will be limited to be within the hours of 0800 to 1730 (8:00 AM to 5:30 PM), Monday through Friday.

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.

A college degree and four (4) years of related work experience OR a high school diploma or GED and eight (8) years of related work experience are required.

Ability to perform administrative duties for executive management.

Must have advanced computer and internet research skills.

Responsible for confidential and time-sensitive material.

Prepares routine and advanced correspondence.

Ability to work well with all levels of management and staff.

Ability to Multi-task and prioritize multiple projects and assignments in a high pressure, fast paced environment.

Possess strong organizational skills and ability to track multiple projects simultaneously.

Possess strong motivation and ability to learn different platforms to perform data entry (such as

NIMS).

Ability to perform expert skill in proofing and editing various documents for proper format and grammar using track-changes.

Knowledge of NIH procurement purchase order system (POTS) and NIH travel policies, procedures and systems is preferred.

Contractor should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, they should be proficient in Microsoft applications (Word, Excel, etc.) and Adobe.

Prior work in a scientific research environment for a large Federal agency, as well as a firm knowledge of business administration is desired.

Must be English-speaking, skilled with the capabilities necessary to successfully meet government requirements. This includes supervision/management staff, as well as, administrative support personnel. Required skill categories are defined in terms of typical duties and performance level standards.

Must be capable to provide skill levels and experience appropriate for the admin level requested and task(s) are to be performed at the task order level.

Experience providing administrative support to management.

Ability to establish and maintain effective working relationships with administrative and program office staff.

Advanced skills in oral and written communications.

Work experience coordinating and organizing high-level meetings and gatherings.

Skill in paying attention to detail and following task instructions precisely.

Must be able to work proficiently in a very busy and high-pressure office environment.

Work experience demonstrating the ability to follow through and ensure completion of work assignments.

Work experience with maintaining multiple calendars and scheduling meetings and appointments.

Advanced date entry skills.

Strong interpersonal skills.

Must be eligible to legally work in the United Stated, but not a requirement of citizenship.

Contractor personnel are expected to pass a minimum background investigation and conduct themselves in a professional and courteous manner at all times. Federal regulations prohibit the use of any controlled substances and alcoholic beverages while working on Federal property or in Federal installations.

Preferred Qualities:

Knowledge of NIH personnel policies and procedures relating to pay, leave, standards of conduct, merit promotion, and VISAS. Level of knowledge should be sufficient to have skill in reviewing personnel request related documents; advising program staff on personnel regulations, policies, and procedures; and advising applicants on employment or other opportunities within the Program Office.

Possession of proficient skills in maintaining multiple Microsoft Outlook calendars.

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 a wide variety of 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.

Skills performing administrative tasks for Procurement Support Services such as preparing purchase requests for office equipment and/or supplies, answering questions about and investigating discrepancies related to purchases, entering payment information into internal and external administrative databases, and assisting with tracking and maintaining files related to purchases.

Skill in using Microsoft SharePoint.

Primary Responsibilities:

Provide daily administrative support to three OSPC senior staff members (OSPC Deputy Director, Communications Branch Chief and the Science Policy Branch Chief) and their branch staff.

Schedule meetings for the OSPC Deputy Director; Branch Chiefs and Branch staff. Meetings will be held mostly on a virtual basis and expert skill in scheduling and running meetings in virtual platforms (Outlook, Skype, WebEx, MS Teams, Zoom) is required.

Multi-task and prioritize multiple project tasks and assignments in fast paced and dynamic environment.

Utilize strong organizational skills to effectively manage multiple tasks and assignments.

Track multiple projects simultaneously and compile information for various tasks and projects.

Prepare and provide status updates and reports to NIDA or other NIH components as required by the Program Officer.

Utilize multiple software platforms to perform data entry (such as NIMS).

Proofread and edit documents for proper format and grammar using track-changes. Documents may include but not be limited to highly technical scientific articles and reports.

Develop documents utilizing Microsoft (MS) applications, which may include but not be limited to MS Word, MS PowerPoint, and MS Excel.

Enter procurement requests into the Purchasing Online Tracking System (POTS).

Process and Complete NIH travel orders and vouchers.

Performs complex administrative functions and will typically be supporting senior-level staff.

Duties include generic clerical skills such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, and monitoring invoices and expense reports.

The position requires the assistant to perform a variety of administrative functions such as creating and analyzing written documents for dissemination to leadership, compiling information for outside inquiries and reports, and developing and maintaining tracking tools to be used for reporting data.

The admin must have advanced computer skills to conduct advanced internet research and perform data entry.

Compile information for outside inquiries and reports.

Conduct word processing and spreadsheet management.

Prepare, create, format and edit spreadsheets and charts.

Develop and maintain tracking tools to be used for reporting data.

Additional duties may include filing and faxing.

Place order for supplies and assist with any travel arrangements.

Computer generated work including preparing a variety of office documents such as correspondence, travel authorizations/vouchers, professional service orders, documents, reports, memoranda, procurement orders and other program related forms; maintain calendars; perform data entry; develop and maintain various spreadsheets; maintain office records; help track expenses

Responsibilities will require more work experience within each administrative function.

Advanced computer skills and internet research skills are required.

A high level of creativity is expected.

Respond to phone calls and transfer to the appropriate office as needed.

Prepare purchase requests.

Review memoranda and other correspondence and edit for proper grammar and format.

Compile equipment needs of office staff into a Microsoft Word document or other typed format.

Prepare training requests.

Qualifications