Senior Administrative Assistant

2 weeks ago

Atlanta, United States Alphident Technologies Inc Full time

Title: Senior Administrative Assistant

Work location: Atlanta GA 30341

Core Hours: 9:00 a.m. to 11:00 a.m. (morning core band) and 1:00 p.m. to 3:30 p.m (afternoon core band)

Term: Fulltime


Job Responsibilities:


Administrative Support:

----------------------------

  • Perform independent research and in-depth analysis of program requirements, budgetary constraints, regulatory limitations, and agency policy to ensure accurate interpretation and to provide efficient and effective service. 
  • Provide overall guidance and technical assistance to staff regarding the correct documents needed for administrative, operational and programmatic processes. 
  • Monitor customer service requests mechanisms and provide oversight of internal tracking, control and contribute to developing enhancements and refinements to these systems and processes. 
  • Maintain the necessary controls, procedures, and evaluation tools for federally established procurement, property, facilities and/or programs.
  • Maintain a variety of tracking tools and spreadsheets using basic and advanced functions of a variety of types of software. 
  • Maintain accurate and organized business processes for the work area. 
  • Prepare and submit oral or written reports, assessments, briefings and reconciliations as required by management policies, procedures, and regulations for review, tracking or internal workflow analyses, process improvement or other assessments. Coordinate and facilitate communications to support business operations. 
  • Serve as liasion for leadership and facilitates responses to inquiries concerning general policies and procedures related to program operations and support services. 
  • Carefully develop and draft communications to ensure appropriate consideration is given to current internal (processes/resource/objectives) and external (political/social/legal) work environment. 
  • Track correspondence responses to information requests requiring leadership attention to ensure timely response or actions and assuring deadlines are met consistent with management policies. 
  • Manage logistical support for various meetings and activities critical to business operations.
  • Participate in meetings including presentation, preparing and set-up 
  • Develop distribution channels for meeting minutes, office policies, and other communications internal and external. 
  • Manages and schedules all annual meetings utilizing the Conference Room Scheduling System (CRSS). 
  • Assist with employee in/Out boarding processing.
  • Provide general project support services as well as back up administrative duties as assigned 
  • Distribute mail on a daily basis and maintain copiers.
  • Process time and attendance in TASNet and maintain appropriate files with leave slips.


Travel Support:

------------------

  • Perform independent research to ensure accurate interpretation of the numerous and complex guidelines related to new travel and conferences issued by HHS.
  • Determine the applicability of guidelines for many unique and difficult assignments and modifies them accordingly.
  • Interpret, analyze and apply relevant Conference Management and Conference Logistics guidelines, policies, and regulations to events needing further review.
  • Process and manage the domestic travel functions related to all aspects of NCIPC travel authorizations.
  • Assist with travel itineraries in a timely manner. Process vouchers in a timely manner.
  • Prepare and coordinate travel for all staff; ensuring that requests are compliant with policies, procedures and regulations.
  • Facilitate and manage the administrative functions related to the processing of all individual and group travel memorandums; of travel reporting for travelers.
  • Develop reports related to Concur.Gov or other systems as needed. Monitor travel projection lists and updates projections as necessary.


Minimum Requirements:

  • Bachelor's degree preferred or experience in lieu of degree
  • Excellent skills in use of various office systems, e.g., WORD, Excel, SharePoint, PowerPoint, etc.


Preferred Qualifications:

  • Preferred experience with administrative apps, such as CONCUR, CAMS, VSTS, In/Out processing and TASNet
  • Previous CDC experience

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