Administrative Assistant

Global Solutions Network Inc - Rockville, MD

Full-time$25 an hour
Global Solutions Network (GSN), a federal government contracting firm, presents this full-time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). The position is approximately 40 hours per week.

This position offers a competitive salary and comprehensive benefits.

The contractor shall:
Respond to requests from senior officials and staff in the office for information from multiple sources. Assist to coordinate and assemble data to respond to inquiries from senior management.

Track all personnel, supply, training, and other administrative transactions as the documentation flows through the office in both electronic form and on paper.

Receive and direct visitors, notify appropriate personnel of visitors’ presence and nature of business. Determine the level of importance and priority of visitors’ business.

Attend program and project meetings; prepare and distribute documents and reference materials for meetings.

Develop and maintain filing systems. Update, maintain and dispose of files in accordance with policy and regulations. File office documents and retrieve them as requested. Ensure maintenance of records meet policies, procedures, and unwritten guidelines.

Assist to coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make and distribute copies, etc.

Provide support in the areas of space, facilities, badging, and parking.

Serve as point of contact for property control. Ensure that inventories are accomplished, sensitive items are signed for, and that property identification tags are affixed to the property.

Maintain and update logs and reports as needed to monitor and track projects within the office and items needing follow-up. Maintain an electronic “tickler” system to ensure deadlines are met.

Generate and enter purchase requests/requisitions for purchases supplies, equipment, and services; and process and track purchase documents. Resolve delivery and shipment problems.

Identify, compile, verify, and organize a wide variety of detailed budgetary data related to different accounts, object classes, and line items in support of human resources, procurement, travel, etc. and assist with monitoring the use and rate of expenditures of program budgets.

Prepare personnel packages and assist with the recruitment process, in-and-out processing of staff, and maintenance of updated reports on personnel actions in progress, and projected. Prepare personnel actions for performance increases, awards, and other actions.

Assist AOs to track FTE and non-FTE appointments, conversions and reassignments.

Serve as a liaison with the Office of Human Resources to resolve routine processing problems and to follow up on actions already submitted.

Use various software applications such as word processing, spreadsheets, and databases. Retrieve data from various databases in conjunction with assignments.

Create documents for staff and review documents for grammar, punctuation, and other errors.

Perform office support such as printing, copying, fax, mail, telephone and other services.

Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation and program format. Some of these include: purchase requests, personnel documents, travel vouchers, training requests, etc.

Prepare or review travel authorizations for staff, prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations. Arrange travel, as necessary.

Serve as a timekeeper and reconcile and maintain current records to assure accuracy, up-to-date record keeping and accountability in the event of an audit. Advise appropriate managers of time and leave problems.

Perform other administrative support tasks as assigned.