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Office Administrator

2 months ago

Vicksburg, United States U.S. Army Engineer Research and Development Center (ERDC) Full time

Responsibilities


  • Provide administrative support to research and technology transfer, program development and implementation support to research and engineering programs within the Branch technical area.
  • Track contractual purchases through utilization of the Corps of Engineers Financial Management System and other electronic systems.
  • Work with the supervisor and research team to resolve unusual issues or to solve operation problems.
  • Review written material for completeness, accuracy, proper preparation.
  • Create reports, forms, statistical charts, and graphs using specific software.
  • Assist with market research for engineers and scientists.
  • Provide customer service and communicate clearly and interact via face-to-face, telephone, email, and other modes of communication.
  • Organize and prepare approval material for processes such as conferences, official correspondence, training, and foreign travel as required.
  • Respond to phone, fax, email, and other correspondence.
  • Prepare, process, and post travel orders, government vehicle requests, and travel vouchers for Branch staff.
  • Create labor codes for branch staff using the automated Corps of Engineers Financial Management System (CEFMS)
  • Verify time and attendance using the automated Corps of Engineers Financial Management System (CEFMS), ensuring availability of funds and accurate timekeeping and leave reporting by staff.
  • Maintain leave, travel, and telework status of all branch members on a shared calendar.
  • Use Microsoft Outlook or similar systems to coordinate and schedule branch activities, meetings, activities as required.
  • Maintain branch files as required by applicable regulations.
  • Format, print, route and mail documents and correspondence as requested.
  • Utilize automated Purchase Request and Commitments (PR&C's) to order supplies.
  • Analyze and interpret new and changing legislation, regulations, directives, policies, and procedures related to the administrative functions of the Laboratory; work with supervisor in development of policies, guidelines, and operating procedures to ensure compliance and efficiency in executing those functions.
  • Advise staff and employees on administrative changes which include personnel procedures, property accounting, travel, legal agreements, memoranda, internal and external communication, and other similar administrative responsibilities.
  • Prepare/review data reports, spreadsheets, and charts for briefings.
  • Independently coordinate organizational activities such as making appointments and responding to requests for information; preparing schedules, meeting, and agenda invitations; organizing teleconferences and video-teleconferences.
  • Implement office automation technology (e.g. utilizing Microsoft Office 365 products).
  • Maintain supervisor's calendar and schedule appointments based on needs of the organization.
  • Communicate office procedures with internal staff.
  • Maintain and dispose of a variety of office files (general correspondence, budgetary data, and/or personnel records) in accordance with records regulations.
  • Coordinate performance reviews for staff.
  • Maintaining suspense records on all correspondence and action
  • Utilizing office automation system and software packages to prepare and edit correspondence, reports, records, and narrative material, and messages in final format.
  • Typing correspondence, reports, or similar material from brief notes for the supervisor’s review.
  • Serving as timekeeper for organizational personnel.
  • Provide customer service and communicate clearly and interact via face-to-face, telephone, email, and other modes of communication.
  • Utilize Purchase Request and Commitments (PRandC's) to order supplies.
  • Provide support to Branch Chief and Staff in the form of budget and administrative coordination; maintain clerical and administrative operations.
  • Maintain files, performance and training tracking, personnel support (e.g., coordinates orientation of new employees), timekeeping and preparing correspondence and a wide variety of forms.
  • Recommend and implement program budget, includes tracking budget figures through utilization of the Corps of Engineers Financial Management System and other electronic systems.
  • Work with the Management Integration and Resource Management Office to resolve unusual issues or to solve operation problems.
  • Create reports, forms, statistical charts and graphs using specific software.
  • Review all incoming and outgoing written material for completeness, accuracy, proper preparation.
  • Make travel arrangements and itinerary, generate and/or coordinate branch member travel requests and vouchers.


Must be a U.S Citizen to apply.

This is on-site opportunity, no remote opportunities are available for this role.