Executive Administrative Clerk - One Federal Solution
Bethesda, MD 20892
About the Job
One Federal Solution (OFS) is seeking an Executive Administrative Clerk to provide essential support to our federal government client in Bethesda, MD. The ideal candidate will independently manage administrative tasks to ensure efficient operations and support the overall objectives of our client.
Key Responsibilities:
Key Responsibilities:
- Provide clerical and administrative support across multiple laboratories, collaborating closely with administrative staff to streamline processes.
- Prioritize and assign office duties to meet deadlines, oversee special projects, and manage assignments effectively.
- Support Branch Chiefs and sections with administrative tasks, serving as a resource on procedural matters for laboratory staff.
- Manage calendars for senior investigators, coordinate events, and handle visitor clearance logistics.
- Organize seminars, conferences, and professional meetings, coordinating travel, accommodations, and site management.
- Act as a liaison between scientific staff and administrative offices, facilitating scheduling of staff and committee meetings.
- Prepare and issue public notices for scheduled events, keeping leadership informed of ongoing projects.
- Coordinate various administrative items such as travel authorizations, approvals, vouchers, and correspondence.
- Process personnel actions including onboarding and offboarding laboratory staff, adhering to personnel policies.
- Coordinate domestic, foreign, and sponsored travel activities, ensuring compliance with federal guidelines.
- Utilize systems like Concur Government Edition (CGE) for travel arrangements and interact with relevant departments for international travel matters.
- Track expenditures and advise on budget management, initiating funding requests as needed.
- Manage procurement through Purchasing Online Tracking System (POTS), providing guidance on purchasing procedures.
- Assist in drafting procurement justifications and coordinating maintenance contracts.
- Conduct timekeeping audits and submit adjustments as required using Integrated Time and Attendance System (ITAS).
- Manage office communications, maintain files and supplies, and use software applications for administrative tasks.
- Update calendars and prepare schedules for staff members, including on-call schedules.
- Assist in credentialing coordination for clinical staff, ensuring compliance with credentialing guidelines.
- High school diploma minimum; additional education preferred.
- Proficiency in managing multiple Outlook Calendars.
- Minimum of four (4) years of administrative support experience, preferably in a team environment, ideally within NIH or similar federal agency.
- Expertise in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Knowledge of federal procurement, travel, and administrative systems.
- Familiarity with standard office administrative procedures and ability to follow instructions.
- Exceptional attention to detail and organizational skills.
- Strong communication and interpersonal skills.
- Ability to manage multiple projects simultaneously and work both independently and collaboratively.
- Strong problem-solving skills with the ability to anticipate needs.
Source : One Federal Solution