Administrative Specialist - One Federal Solution
Bethesda, MD 20810
About the Job
One Federal Solution (OFS) is seeking an Administrative Specialist to provide comprehensive support to our federal government client in Bethesda, MD. This role will independently manage administrative functions to ensure operational efficiency and support the overall objectives of our client.
Key Responsibilities:
Key Responsibilities:
- Coordinate the preparation and processing of various administrative items including travel authorizations, approvals, vouchers, professional service orders, and correspondence.
- Serve as the primary point of contact for human resources (HR) activities, providing guidance on appointment mechanisms, recruitment tools, and HR regulations.
- Handle personnel actions such as appointments, onboarding, offboarding, and process paperwork accordingly.
- Coordinate and manage all aspects of domestic, foreign, sponsored, and local travel for staff, ensuring compliance with federal guidelines and utilizing systems like Concur Government Edition (CGE).
- Correspond with external agencies regarding visa, passport, and international travel issues.
- Provide guidance to Principal Investigators (PI) and staff on complex travel logistics and reporting requirements.
- Monitor HR actions and expedite specific cases, responding to inquiries and providing information to staff on personnel matters.
- Ensure all necessary documentation is prepared and approvals obtained for recruitment, appointments, promotions, and separations.
- Assist in maintaining employee performance plans, reviews, and ratings.
- Review and resolve discrepancies in monthly accounting reports related to expenditures and budget management.
- Utilize Purchasing Online Tracking System (POTS) to procure office equipment and supplies, providing advice on procurement processes as needed.
- Coordinate maintenance contracts and assist with procurement documentation and justification narratives.
- Conduct audits using Integrated Time and Attendance System (ITAS) and process adjustments as required.
- Support timekeeping duties and coordinate office communications, including handling correspondence and maintaining office files and supplies.
- Use software applications to generate reports, maintain databases, and track administrative activities.
- Update and maintain calendars for multiple staff members and coordinate on-call schedules for physician services.
- Serve as credentialing coordinator for clinical staff, managing the credentialing process and ensuring compliance with guidelines.
- Minimum of two (2) years of relevant office experience.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Familiarity with NIH procurement, travel, personnel processes, and administrative systems preferred.
- Knowledge of standard office administrative procedures and ability to follow written instructions.
- Exceptional attention to detail and organizational skills.
- Strong communication and interpersonal skills.
- Ability to manage multiple projects independently and collaboratively.
- Strong problem-solving skills and ability to anticipate needs.
Source : One Federal Solution