Administrative Assistant (NBAF AO) en Innovative Consulting & Management Services

Description

Innovative Consulting & Management Services (ICMS) is a Professional & Technical Management Consulting firm with over 20 years of consulting experience. We offer technical professional services to Federal and State Governments, and Commercial clients.

ICMS is a Small Business and Certified HUBZone employer. We deliver value to our clients by combining deep industry knowledge with strong functional capabilities. Our focus is to manage cost-effective programs while at the same time mitigating risk and improving results. Our success is about teamwork, a coordinated effort from all disciplines, from clients to consultants and most important, it’s about delivering on our commitments.

We are looking for Administrative Assistant who will provide administrative support services to U.S. Department of Agriculture (USDA), National Bio-Agro Defense Facility Administrative Officer (AO) in Manhattan, KS. The mission of NBAF includes research, diagnosis and training for animal diseases foreign to the U.S. for the purpose of protecting American agriculture and domestic food sources from their potentially devastating effects. NBAF is vital to successfully protecting U.S. agriculture from the intentional or non-intentional introduction of foreign animal diseases such as Foot-and-Mouth disease. These positions support the biocontainment facilities at NBAF and may require entry into BSL-3, BSL-3e, BSL-3ee, BSL-3 Ag, and BSL-4 labs. and require additional layers of personnel security requirements.

Essential Duties and Responsibilities:

The primary responsibilities of the position will include but not limited to:

• Compiles, consolidates, checks, and arranges funding data in requests to cover projected annual operating expenses.
• Reviews, analyzes and prepares financial data and estimates for annual budget preparation documents, based on historical data, recurring costs, and annual guidance.
• Investigates issues, corrects errors, and reports account discrepancies, incorporating information on pending allocations and estimates.
• Utilizes and manipulates many independent systems in order to create, modify, and reconcile complicated data; interprets often-conflicting data, and formulates solutions to resolve complex budgetary issues.
• Analysis of expenditures, funding arrangements, and trends from a cost standpoint such as services, utilities consumption, operation and maintenance of buildings, and inflationary costs for use in managing programs and forecasting future requirements.
• Receives and reviews obligating documents such as purchase orders, travel vouchers, utilities, requisitions, and contract documents and reviews for accounting code information, making appropriate corrections where required.
• Conducts monthly reconciliations of documents (and entries), verifying the completeness and accuracy of the accounting data and taking timely corrective action where required.
• Works closely with the Administrative Officer providing support and guidance in performance management, real property, personal property, travel, and personnel security requirements.
• Accesses confidential information used for detailed business analysis of operation management dealings.
• Provides technical and analytical support to the location’s management team for planning and coordinating the business management activities.
• Participates with the Administrative Officer in providing advisory services through the formulation and implementation of administrative management policies and procedures, operations, goals, and objectives.
• Works closely with the Administrative Officer and NBAF management officials to ensure business needs of the customers are achieved.
• Ensures NBAF complies with USDA and Federal regulations when reporting and disposing of Federal Assets.
• Maintains personal property accountability by ensuring accountable assets are properly barcoded and updated in USDA’s inventory management system.
• Provides advisory services to managers and employees on performance management  policies.
• Coordinates end of rating period processing for performance appraisals and ensures mandatory requirements are met. Coordinates the quarterly review process.
• Tracks background investigations for the NBAF to ensure individuals have and retain access to containment areas. 
• Reviews documents and creates portal tickets for re-investigations.
• Ensures that equipment functions properly, and IT updates are completed as required.
• Develops reports and performance analysis to assess needs of the organization.
• Develops business plans to meet the administrative operational requirements of NBAF.
• Prepares technical or non-technical reports.
• Advises the Administrative Officer and management officials of proposed solutions on a variety of issues.
• Discusses possible problems or anticipated changes in the methods or requirements in the administrative management arena.
• Provides advisory services in monitoring and reviewing all material transfer agreements to ensure compliance with regulatory policies and procedures.

Requirements

• High  School Diploma or GED is the minimum education requirement
• Minimum of 2 years of experience working as an      Administrative or Executive Assistant that demonstrates the following      experience:
• Understanding of human resource processes and documentation processing
• Understanding of Federal laws and regulations
• Ability to prepare and manage procurement requests
• Prepare status reports upon request by Contracting Officer’s Representative (COR)
• Operate as an initial point-of-contact for all questions, information, and problem resolution in the areas of office functions, policies and procedures
• Ability to gather documentation supporting conclusion reached
• Scheduling meetings and coordinating with staff
• Serve as a timekeeper for facility staff.
• Strong Microsoft Excel skills; Proficient Microsoft Word or financial management systems skills
• Ability to follow step by step instructions
• Ability to prepare and manage travel requests.

Additional Requirements:

• Proficient in Microsoft Office 365 Suite, SharePoint as well as Adobe Acrobat. 
• Proficient in organizing and utilizing MS Teams for communications and project management.
• Effective communicator in both written and oral presentations.
• Demonstrates  mastery of office administration skills through work experience.
• Motor Vehicle or Commercial Driver’s License is required.
• Drug Test is required.
• Financial Disclosure is required.
• Department (DOJ) Security Risk Assessment approval is required.
• National Agency Check with Inquiries (NACI) clearance is required.
• Immunizations may be required.
• Respirato fitting and certification is required.

Full-time Day Shift: Monday-Friday, 7:30 am to 5:00 pm

Pay Rate: $29.99/hr plus H&W benefits

Benefits:

• Health & Welfare Benefits 
• Medical, Dental & Vision Insurance 100% covered for employee
• Life and Accidental AD&D Insurance
• 401K Retirement plan with 3% automatic contribution
• Generous sick and vacation leave based on SCLS

ICMS is an Equal Opportunity Employer: Qualified applicants are considered for employment without regard to race, color, religion, age, sex, national origin, disability or veteran status, genetics, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.