Administrative Assistant III

IBEX IT Business Experts (IBEX) is a nationally recognized project management, training, and professional services firm focused on supporting the needs of both Government and Corporate Clients. IBEX was named to the INC 5000 list of fastest-growing companies four years in a row and most recently won the 2024 US Health & Human Services Woman Owned Small Business of the Year Award. IBEX has grown substantially year over year since its founding in 2012.

At IBEX, our core values are exemplified through our people, products/services, processes, and daily activities If you have the skills and experience and align with these core values, this position is for you

• Passion for Success
• Intentionally committed to diversity of thought
• Inclusive of all people and perspectives
• Do the right thing, even when no one is watching
• Improving businesses & communities through collaborative solutions

Human Resources Environmental, Social, and Governance Statement

At IBEX, we recognize that our employees are our greatest asset and the foundation of our success. The Human Resources department is at the forefront of embedding Environmental, Social, and Governance (ESG) principles into the heart of our workplace culture, talent management, and operational practices. Our commitment to ESG within HR reflects our dedication to creating a sustainable, equitable, and ethical working environment for all our employees.

Job Title: Administrative Operations Support III

Reports To: Project Manager

Schedule: Monday to Friday 9am - 5pm EST

Job Summary: The Administrative Operations Support III shall have demonstrated knowledge of Federal Government office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures, to include performing complex administrative, clerical and related duties in support of a specific Government team, event, or individual. With a thorough knowledge of correspondence protocol, to include both utilizing correspondence software tools, and hard copy correspondence packages.

The individual shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills and perform these duties with demonstrated ability to maintain effective relations with clients and staff (on-site and remote), exercise confidentiality, discretion, and demonstrate strong customer service skills. Office front desk support may also be required of the Administrative Support III. Additionally, must be flexible in adapting to deadlines and changing priorities.

Responsibilities

• support priority administrative operations to ensure efficient functioning of OCIO. The Contractor shall:
• Process and track smart card/badge requests and assist with office set up for new staff (10- FTEs, and 40 Contractors monthly).
• Assemble, process and track documents for HR pre-consultations, recruitment packages, retirements, and other HR-related actions.
• Update and maintain staffing lists and organizational charts.
• Assist with performance management activities, including tracking and monitoring completion of PMAP and ERM requirements and timelines.
• Conduct data entry, process documents, and track nominations for employee cash, time off and OCOO awards.
• Prepare and process training orders.
• Assist with purchase card requests for supplies, equipment, and other small

IBEX IT Business Experts, LLC (IBEX) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, IBEX complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.   

IBEX expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IBEX's employees to perform their job duties may result in discipline up to and including discharge.

Qualifications:

• Must be a US Citizen
• Minimum Education: High School Graduate or General Education Diploma (GED).
• Four years of experience performing office administration duties without day-to-day direction.
• Ability to pass a Federal Government security/background check and a drug check.
• Accurate typing of at least 35 wpm.
• Proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Edge, Google Chrome, etc.), Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems.
• Highly proficient in grammar, spelling punctuation, and preparation of standard/ executive level office documents.
• Experience with standard operating procedures, documents, and general guidance to facilitate the effectiveness and efficient operations of various M60 programs.
• Familiarity with the Government Style Manual.
• Experience with maintaining various M60 SharePoint sites. The Contractor shall work with M-60 staff to ensure that documents are presented in a user friendly and easily accessible manner for the intended audiences.
• Experience with Government Federal Acquisition Regulation (FAR) Demonstrated experience communicating with individuals at all levels, both orally and in writing.
• Must possess communicative skills (verbal & nonverbal).
• Must possess strong organizational skills.
• Valid COVID-19 Vaccination may be required. COVID-19 vaccination may be required of covered contractor employees; exceptions will be provided in limited circumstances, where an employee is legally entitled to accommodation
• Proven ability to produce quality work under deadlines.