Office Assistant III bei Goldbelt, Inc.

Goldbelt Apex, a part of the Healthcare Technology Transformation Group, is a data-focused company dedicated to process and quality in every aspect. As experts in healthcare IT experts, Apex is committed to building systems for healthcare organizations to seamlessly communicate and exchange data across different systems and devices. 

Summary:

Goldbelt Apex is seeking a Office Assistant III OY3 to support our client at the CDC in various divisions including the Office on Smoking and Health (OSH). The primary objective is to obtain day-to-day administrative/operational support and coordination services that provides a reliable degree of high-quality support to meet the business requirements that will enable CDC staff to focus on the various of each divisions efforts both domestically and globally.

Essential Job Functions:

• Provide time and attendance services in compliance with HHS and CDC policies, including using TASNet and adhering to OSH SOPs and guidance from the OSH Timekeeper.
• Track leave accrual and usage, maintain Time and Attendance (T&A) files for each employee, and record data using the Administrative Time and Leave Record (ATLR). 
• Process time and attendance data in TASNet, review records for discrepancies, and ensure corrections are made as needed.
• Guide employees on proper use of TASNet, including error correction and proper documentation practices.
• Collect and manage supporting leave documentation from EASI (electronic or hard copy), and maintain organized SharePoint folders.
• Oversee all domestic and international OSH travel, including initiating travel orders, collecting necessary documents, and processing travel reimbursements.
• Demonstrate proficiency in CDC systems such as TASNet, EASI, and OSHTRIP SharePoint, ensuring accurate data entry and routing of travel and leave forms.
• Submit travel requests through the HHS/CDC travel management system, addressing unexpected travel issues that may arise, triaging travel requests in a manner that ensures routine travel requests are approved at least two days prior to the staff member’s travel.
• Triage travel requests in a manner that ensures short notice travel requests (i.e., notification of less than 3 business days) are immediately processed, tracked through to approval, and the traveler is kept informed of approval status. 
• Develop a travel packet for each OSH traveler to include items listed on the OSH approved checklist.
• Process travel vouchers through the HHS/CDC travel management system for payment, addressing unexpected travel voucher issues that may arise, within 48 business hours of receiving complete documentation
• Provide second notice to travelers on the voucher policy within 48 business hours of their return date to their duty station after travel
• Educate travelers on CDC rules and regulations governing travel
• Attend monthly CDC and NCCDPHP/OSH agency travel meetings
• Calendar management per leadership guidance and SOPs.
• Ffunction as the point of contact for the day-to-day OSH operational services.
• Operational services include ordering and distributing supplies managing mail, maintaining office equipment, and handling the administrative support services that will enable the office to function.
• Provide meeting support and logistics for a variety of impromptu, recurring, one-time meetings hosted by OSH structure units and OSH staff
• Use annual planning documents, add events to the OSH calendar, schedule meetings via Outlook and tools like Doodle, reserve conference rooms, and liaise with planners for logistics and publicity.
• Set up and manage virtual platforms (Zoom, MS Teams, Adobe Connect), handle AV needs, and coordinate with CDC technical support to resolve any issues.
• Draft agendas, assist with room setup, manage timekeeping, distribute handouts, and support speaker/presenter needs (including travel and materials).
• Prepare and finalize meeting materials (e.g., agendas, bios, name tags), deliver or ship materials to meeting sites, and take/distribute meeting notes and action items.
• Follow up to assure that all maintenance request has been completed by the CDC Facilities Team as specify on initial submitted request.
• Secure reservations, flights, rental cars, etc., and enter domestic and international travel orders in CDC’s CONCUR travel system.
• Prepare and submit travel vouchers and assure they’re processed in a not later than one week after submission.
• Serve as one of the floor monitors to help keep staff safe and accounted for during emergencies.

Necessary Skills and Knowledge:

• Strong analytical and organizational skills
• Excellent project management experience required
• Must be tech savvy, strong computer skills
• Strong written and verbal communication skills
• Creative, innovative, and strategic thinking skills
• Strong organizational, administrative, record keeping & time management skills

Minimum Qualifications:

• Minimum of 5 years related experience required
• Experience tracking time and attendance
• Experience in-processing/onboarding employes
• Experience supporting high level executives in Federal Agency

Preferred Qualifications:

• Bachelor's Degree 
• Previous CDC experience 
• Experience using CONCUR and TASNet

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.