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    Senior Administrative Assistant - Bethesda, United States - Wits Solutions Inc

    Wits Solutions Inc
    Wits Solutions Inc Bethesda, United States

    3 weeks ago

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    Description

    Job Description

    Job Description

    Wits Solutions Inc. (WITS) is a SBA certified 8(a) company with headquarters in the metropolitan Washington D.C. area. WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers. At WITS, we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

    Job Description:

    Security Clearance:

    • Secret

    Education/ Certification Mandatory:

    • Bachelor's degree

    Work Experience Mandatory:

    • Minimum of five (5) years experience directly supporting senior level management, preferably in a Federal Government environment.
    • Demonstrated analytical skills and ability to take initiative and work independently.
    • Intermediate level experience with SharePoint.
    • Demonstrated Advanced level proficiency in MS Office Suite.
    • Experience with Concur Government Edition (CGE)
    • Ability to manage multiple projects, ensuring accurate and timely responses.
    • Demonstrated ability to develop and maintain professional, tactful and ethical working relationships.

    Work Experience Nice To Have:

    • Prior Agency Experience

    Roles and Responsibilities:

    • Operate office equipment such as computers and scanners/copiers to maintain electronic files, generate documents, and transmit correspondence.
    • Perform paper, if required by policy, and electronic file creation, maintenance, and disposal in compliance with Federal and NIH regulations.
    • Use various software applications such as word processing, spreadsheets, and databases to compile and input data. Retrieve and properly store data from various databases and electronic sources in conjunction with assignments.
    • Use varied and advanced functions of word processing to prepare a wide variety of documents such as letters, reports, memos, recurring correspondence, internal reports, written material and information obtained from the staff, files, and other sources; review and finalize documents prepared by others. Compose routine correspondence. Proofread/edit documents for correct grammar, spelling, capitalization, punctuation, and format.
    • Greet visitors, answer telephones, and transfer callers/visitors to the appropriate staff member. Uses judgment to determine when to answer requests without referring elsewhere.
    • Transmit, receive, and acknowledge electronic mail and messages using Microsoft Outlook.
    • Coordinate the logistics of staff meetings and training, such as setting up conference calls and ensuring that all participants are well informed: scheduling a conference room, arranging audiovisual support, read-ahead packets sent out electronically. Record action items and verify with the COR that they are correct before distributing them. Set up videoconferencing equipment prior to meetings as required.
    • Retrieve, route, and distribute paper mail to appropriate individuals. Arrange courier to drop off/pick up documents across NIDDK and other ICs that require signatures. Mail and track FedEx Packages, as required.
    • Perform paper and electronic file creation, maintenance, and disposal in compliance with Federal and NIH regulations
    • Monitor inventory and prepare purchase requests for office supplies and equipment
    • Ensure that all necessary documentation is prepared, and all appropriate signatures and approvals were obtained for Performance Management Appraisal Program (PMAP), recruitment, reassignments, pay increases, adjustments, or a separation from the staff.
    • Responsible for logs and reports as needed to monitor and track budget and other projects within the office and items needing follow-up. Maintains an electronic "tickler" system to ensure deadlines are met. Sends reminders to staff as deadlines approach.
    • Under guidance from senior staff, develops, maintains, and informs staff on office standard operating procedures.
    • Responsible for entering, tracking, and receiving all orders in the NIDDK (POTS).
    • Maintain travel spreadsheets, familiar with NIH travel requirements, liaison with Administrative Officer (AO) in preparing and transmitting travel requests, enters registration requests in POTS, prepares travel package for each staff member undertaking travel for official business.
    • Monitor the usage of property assigned to all staff members, update the NIH Property Management Portal (NPMP) sets-up, coordinates with the NIDDK Property Team, if needed.
    • When required, create documents, files, tracking systems on shared drives or SharePoint; regularly consult tools created to access information, determine status,etc.
    • Participate in Special Projects as directed.
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