Executive Administrative Assistant

Innovative Consulting & Management Services (ICMS) is a Professional & Technical Management Consulting firm with over 20 years of consulting experience. We offer technical professional services to Federal and State Governments, and Commercial clients.

ICMS is a Small Business and Certified HUBZone employer. We deliver value to our clients by combining deep industry knowledge with strong functional capabilities. Our focus is to manage cost-effective programs while at the same time mitigating risk and improving results. Our success is about teamwork, a coordinated effort from all disciplines, from clients to consultants and most important, it’s about delivering on our commitments.

We are seeking for an Executive Administrative Assistants who will provide administrative support services to U.S. Department of Agriculture (USDA), National Bio-Agro Defense Facility Senior Leadership Office (SL) and the Facility Operations and Maintenance Unit (FOMU) in Manhattan, KS. The mission of NBAF includes research, diagnosis and training for animal diseases foreign to the U.S. for the purpose of protecting American agriculture and domestic food sources from their potentially devastating effects. NBAF is vital to successfully protecting U.S. agriculture from the intentional or non-intentional introduction of foreign animal diseases such as Foot-and-Mouth disease. These positions support the biocontainment facilities at NBAF and may require entry into BSL-3, BSL-3e, BSL-3ee, BSL-3 Ag, and BSL-4 labs. and require additional layers of personnel security requirements.

Essential Duties and Responsibilities:

The primary responsibilities of the position will include but not limited to:

• Serves as a contact for Letter of Authorization appointee (L/A’s) and students in the development of Requests for Personnel Action (SF-52’s) and attachments involved in changes of work requests.
• Works with the Management Analyst in coordinating the Performance Review program for NBAF employees.
• Works with the Administrative Officer in preparing human resources reports.
• Monitors and maintains records for required annual employee training sessions.
• Provides information on policies, procedures and regulations for training.
• Prepares, coordinates, and maintains Procurement Requests (AD-700 requisitions).
• Operates government-owned vehicles for official purposes. Observes all safety and security regulations and protocols.
• The incumbent works closely with the Administrative Officer and staff in providing administrative support to NBAF personnel.
• Serves as the initial point-of-contact for all questions, information, and problem resolution in the areas of office functions, policies and procedures.
• Works with NBAF unit support staff in the preparation of SF-52, Request for Personnel Action, and prepares other administrative/personnel forms.
• Reviews human resources action requests for accuracy and completeness; ensures necessary changes are made; and if additional documents are information are needed, ensures their inclusion for final action.
• Reviews human resources documents and SF-50 Notification of Personnel Actions, and alerts headquarters personnel when errors are found or corrections are required.
• Reviews Position Description Cover Sheets (AD-332’s) before sending to Human Resources Branch (HRB) with position description (PD) and resolves any inconsistencies; and on completion of actions, distributes official copies of PDs as appropriate.
• Provides employee orientation and issues identification cards.
• Serves as the person in charge of out processing of employees ensuring appropriate forms are forwarded.
• Responds to walk-in application and callers inquiring about employment opportunities and other appropriate information.
• Reviews completed rating forms for accuracy/completeness and mandatory entries, and forwards to the Area Office for processing.
• Research answers to a variety of questions from supervisors and employees concerning the full range of human resources support activities.
• Works with NBAF cardholders and provides individual support training as required.
• Prepares and maintains task orders for research support, processes student payroll vouchers and monitors the funds in task orders, Closes task orders to zero balance at the end of each fiscal year.
• Serves as timekeeper for the Administrative Office staff.
• Uses processing software (i.e., word processing, email, and Internet and intranet websites) to produce a variety of documents, correspondence, and reports.
• Produces documents, ensuring correct punctuation, spelling, and grammar.
• Uses database or spreadsheet software to enter, revise, or retrieve data for standard reports, and uses graphics software to provide charts, graphs, or directories.
• Provides information, forms and online references for benefits (e.g., retirement, health, leave, Flexible Spending Accounts (FSA), supplemental insurance, long-term care), pay and other issues.
• Works closely with supervisors and managers on issues such as Thrift Savings Plan, change in personnel information, training, awards, performance forms, recruitment, within-grade increase (WGI) actions, etc.
• Coordinates the NBAF awards program which includes submitting and tracking performance documents and Extra Effort awards and provides information and guidance to NBAF personnel on procedures and status.
• Coordinates the Work Study Program for NBAF which involves contacting universities and providing information to find eligible participants.

• High School Diploma or GED is the minimum education requirement
• Minimum of 2 years of experience working as an Administrative or Executive Assistant that demonstrates the following experience:
• Understanding of human resource processes and documentation processing
• Understanding of Federal laws and regulations
• Ability to prepare and manage procurement requests
• Prepare status reports upon request by Contracting Officer’s Representative (COR)
• Operate as an initial point-of-contact for all questions, information, and problem resolution in the areas of office functions, policies and procedures
• Ability to gather documentation supporting conclusion reached
• Scheduling meetings and coordinating with staff
• Serve as a timekeeper for facility staff.
• Strong Microsoft Excel skills; Proficient Microsoft Word or financial management systems skills
• Ability to follow step by step instructions
• Ability to prepare and manage travel requests

Additional Qualifications:

• Proficient in Microsoft Office 365 Suite, SharePoint as well as Adobe Acrobat.
• Proficient in organizing and utilizing MS Teams for communications and project management.
• Effective communicator in both written and oral presentations.
• Demonstrates mastery of office administration skills through work experience.
• Motor Vehicle or Commercial Driver’s License is required.
• Drug Test is required.
• Financial Disclosure is required.
• Department (DOJ) Security Risk Assessment approval is required.
• National Agency Check with Inquiries (NACI) clearance is required.
• Immunizations may be required.
• Respirator fitting and certification is required.

Full-time Day Shift: Monday-Friday

Pay Rate: $29.99/hr plus H&W benefits

Benefits:

• Health & Welfare Benefits
• Medical, Dental & Vision Insurance 100% covered for employee
• Life and Accidental AD&D Insurance
• 401K Retirement plan with 3% automatic contribution
• Generous sick and vacation leave based on SCLS

ICMS is an Equal Opportunity Employer: Qualified applicants are considered for employment without regard to race, color, religion, age, sex, national origin, disability or veteran status, genetics, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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