Administrative Assistant

EEC Solutions is looking for an Administrative Assistant for a possible upcoming contract at VA Long Beach Healthcare System, Long Beach, CA.

Note: We are seeking resumes for a proposal opportunity. This position is contingent upon contract award. Candidates currently living in a HubZone designated area are encouraged to apply. Only the candidates who meet the minimum qualifications will be considered.

Position Description

The Administrative Assistant provides administrative support to the Engineering Service Projects & Construction Section or Planning, Major Projects and Activations Section at VALBHS. Responsibilities encompass budget management, records management, procurement package generation, LEAF/2237 submissions, procurement tracking, vendor coordination, and development of project management plans and charters.

Essential Duties and Responsibilities:

• Perform budget management duties including maintenance of budget spreadsheet and review of pay applications for multiyear contracts.
• Track all IDSRs requiring purchasing team involvement; initiate communication with vendors to request quotes.
• Maintain and update all procurement and contracting folders (both digital and physical); safeguard confidential information per VA privacy laws and VHA policy.
• Track receipt of order (furniture receiving reports) for all items procured by the interior design team, including credit card orders and solicitation packages.
• Maintain procurement and voucher documentation for 6 years and 3 months per VA Manual MP4, Part X, Item No. 51c.
• Generate and create solicitation (procurement) packages; submit LEAF requests (2237s); verify all required documents are complete, named, and dated correctly for submission to FORCE.
• Coordinate with move coordinator and vendor for product delivery after project award, including designer coordination for project activations.
• Develop Project Management Plan and Team Charter for the assigned section.
• Complete Project Management related training as required; perform other related duties as assigned.
• Coordinate via email and phone with Contracting, Logistics, EMS, OI&T, Material Management, external vendors, and Engineering; take meeting notes and provide meeting minute reports.
  
  

Minimum Qualifications:

• Associate's Degree minimum (SP9 standard); Bachelor's Degree preferred.
• 46 years of related experience in an administrative environment (SP9 standard); 23 years minimum experience required.
• Candidates must provide resume and degree/transcript per SP9.
• Candidates must demonstrate administrative experience and proficiency with Microsoft Office Suite and Adobe Acrobat DC.
  
  

Preferred Qualifications:

• Project Management and Interior Design knowledge beneficial.
• Microsoft Word, Excel, Outlook, and Adobe Acrobat DC required. Microsoft Teams beneficial.
• Must have experience safeguarding confidential information and complying with VA privacy and federal regulations.