Administrative Specialist / Front Office/ and Human Resources - CSS, Inc

CSS seeks a mid-level full-time (40 hours per week) Administrative Specialist who will assist with front office support, Human Resources (HR) support, and administrative support in the Business Management Division (BMD) of NOAA's National Centers for Coastal Ocean Science (NCCOS) located in Silver Spring, MD. The BMD advises and provides support and services to the NCCOS director, deputy director, and senior staff and oversees four Branches: Administrative Support (ASB), Resources Support (RSB), Information Technology Support (ITSB), and Facilities Support (FSB). The ASB is comprised of three teams: the Administrative Team, the Human Resources Team, and the Acquisitions Team.

The ASB's HR Support includes federal position classification management, recruitment, succession planning, HR dashboard maintenance, updating and maintaining NOAA's employee directory, and employee recognition awards. The ASB's Administrative Support includes assisting with conference packages and travel processing. The Administrative Specialist will primarily support HR functions and will also work collaboratively with other staff on non-HR related activities within BMD on an as-needed basis. The position will be a flexible hybrid position with a mix of on-site (in person) and virtual work from a home-office. Core office hours generally will be from 8:30 am to 5:00 pm.

RESPONSIBILITIES:

Provide administrative support to ASB HR Team:

• Assist with gathering and collating documents required for personnel actions.
• Route federal personnel action packages to the designated hiring manager for approval.
• Enter personnel action requests into the appropriate HR Information System, Google Worksheets, and HR Dashboard, and track such actions through to completion.
• Complete and finalize recruitment and personnel packages by Personnel Action Request (PAR) deadlines, as established by the Office of Human Capital Services (OHCS).
• Document and provide status updates on individual personnel action requests on the HR dashboard.
• Provide customer service to NCCOS Hiring Managers regarding all human capital management needs.
• Participate in BMD meetings and provide updates on human capital needs or open items to NCCOS Hiring Managers.

REQUIREMENTS:

• Associates Degree or equivalent certification, plus 5 years of relevant work experience.
• Three or more years of experience in an Administrative Assistant role supporting a team.
• Prior knowledge of principles and practices of human resources.
• Demonstrated experience in human capital management and processing of personnel actions.
• Experience preparing documents related to personnel, memoranda, and data entry in spreadsheets.
• Strong working knowledge of Google Applications (Chat, Docs, Drive, Gmail, Calendar, Meet, and Sheets) and Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Demonstrated ability to multitask in a fast-paced team environment (i.e., ability to both prioritize and handle multiple tasks simultaneously).
• Ability to work productively and individually with little supervision.
• Ability to interface well with other co-workers in a highly professional manner and to maintain the highest level of confidentiality.
• Excellent interpersonal skills and ability to collaborate effectively with other team members.
• Sound judgment and decision-making skills.
• Interest in and ability to continuously improve workflow processes.
• Ability to handle sensitive and confidential information with integrity.

DELIVERABLES:

• Recruitment and personnel packages are finalized by the Office of Human Capital Services established Personnel Action Request deadlines.
• Follow through on all personnel action requests until they are completed and finalized.
• The HR dashboard is updated as new information is received, and completed actions are moved to the completed tab.
• Director's calendar is up-to-date and accurate.
• Controlled correspondence deadlines are met or exceeded.
• Travel and conference packages are completed with all required documentation in a timely manner.

CSS is an Equal Opportunity/Affirmative Action Employer who provides equal employment opportunities to all employees and applicants for employment without regards to race, color, religion, sex, gender identity, sexual orientation, pregnancy, national origin, age, disability, veteran status or genetic information. In addition to federal law requirements, CSS complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.