Administrative Office Assistant

Summary: Constellis is a company providing support to government operations, and they are seeking an Administrative Office Assistant. The role involves a variety of administrative tasks including managing schedules, maintaining records, and assisting in financial documentation and reporting. Responsibilities: - Assist FPS SMEs in collecting and inputting information into the Time and Attendance (WebTA) reporting system for staff; assist in tracking individual daily schedules and annotate them for future retrieval or audits - Assist FPS SMEs in collecting and inputting information into the Federal Financial Management System (FFMS) associated with the Mega Center COR functions - Produce a typed transcript of the meeting minutes from the weekly manager’s meeting as needed to include, but not limited to, the weekly manager’s conference call - Assist FPS SME’s in verifying purchase card statements associated with the Mega Center monthly purchase card transactions - Research and prepare all purchasing worksheets for approval and any other P-Card related activity at the direction of the center manager. Once approved, assist FPS SMEs to ensure all government purchase card documentation is completed according to regulations - Maintain the purchase card spreadsheet to track the Mega Center budget. List all transactions made on the purchase card based on the predetermined transaction lines and budget - Assists the FPS SMEs documentation for Mega Center invoices, IAR’s. and spreadsheets for the accurate accounting of fiscal responsibility - Assist in updating the internal filing system within the Mega Center - Schedule meetings. Manage staff calendars and the conference call bridge calendar - Prepare and track shipping for all incoming and outgoing packages - Assist with the contract new hire process. Coordinate required tasks for preliminary background screening. Finalize all e-QIP packet requirements to start the federal government background process - Prepare paperwork for new and replacement PIV cards for all Mega Center staff. Coordinate with specific government agencies for PIV card production - Produce, update, and distribute Mega Center staff internal phone lists. Assist in tracking all inventories within the Mega Center. Assist with the yearly Sunflower campaign which will include meeting all deadlines, scanning or inputting all required inventory into the Sunflower database, and attend all campaign meetings and training. Prepare accountability inventory reports for Mega Center staff. Prepare paperwork for all missing, damaged, or transfer of inventory items from or to the Mega Center - Assist FPS SMEs with Mega Center IAR’s and data input into WebView and FFMS - Update and distribute HQ Mega Center staff directory to affiliate Mega Center personnel - Complete special projects assigned by the Mega Center Branch Chief or other Divisional personnel - Update Mega Center personnel information in the Mega Center information system Required Qualifications: - High School diploma or GED - Excellent phone skills - Customer Service- Knowledge of principles and processes for providing customer services. This includes meeting established quality standards - Computer Skills - Utilizes a personal computer with word processing, spreadsheet and related software with reasonable speed and accuracy - Proficient in Word, Excel, and data entry - Experience in invoicing, budget tracking, and general accounting skills - Be able to handle filing and other administrative duties - Interpersonal Relationships - Develops and maintains cooperative and professional relationships with employees at all levels, representatives from various departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes - Sedentary work, that includes long times at a computer, may have to utilize stairs and occasionally lift heavy items Required Skills: Word, Excel, Data Entry, Invoicing, Budget Tracking, General Accounting, Filing, Interpersonal Relationships Benefits: Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects its commitment to creating a diverse and supportive workplace.