NANA Regional Corporation Administrative Specialist II in Aberdeen, Maryland

Administrative Specialist II

Description

Qivliq Federal Group, an Akima, LLC company provides business management, policy support, and technology engineering services to federal civilian and Department of Defense clients. Our mission is to leverage our advanced IT capabilities to deliver difference-making solutions for our customers in the public sector.

Summary:

Qivliq Federal Group is looking to hire an Administrative Specialist II to join our team supporting one of our current government customers. In this role, you will provide administrative support as summarized below.

Responsibilities:

  • Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software (e.g. Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.

  • Review and modify correspondence for internal consistency and conformance.

  • Maintain and update the calendar of the Government office manager within the specialist’s assigned branch(s) using computer software (e.g. Microsoft Office Suite) by making appointments and arranging meetings, based on the manager’s schedule and current issues.

  • Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.

  • Schedule accommodations for meetings, record lunch requests for meetings with outside guests notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).

  • Obtain and deliver read ahead material for office manager’s scheduled meetings and distribute to attendees.

  • Prepare travel orders; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits.

  • Maintain conference room reservation schedules for the purpose of coordinating meetings, visits and appointments.

  • Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget.

  • Enter and maintain professional data in the eARL metrics database.

  • Serve as records manager and maintain office files in accordance with Army Records Information Management System (ARIMS) for auditing purposes.

  • Collect, review, archive forms (such as leave requests, employee work schedules, and telework applications), and enter data into the timekeeping system for branch chief review.

  • Coordinate, define structure and organize electronic materials, presentations and documents using databases, servers and SharePoint sites.

  • Prepare property turn-ins and requisition orders (including IT Approval System (ITAS) waivers).

  • Prepare, review and process training requests, travel orders, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature.

  • Gather and organize completed personnel documents and delivering completed document packages for personnel actions to include civilians, contractors, students, guest researchers, post-doctoral researchers, fellows, etc.

  • Respond to administrative queries and taskers by the established deadline. Keep accurate records of final disposition of each action and inform the respective action officer of results.

  • Receive and screen visitors and phone calls. Professionally answer office manager telephone line, take messages, and refer calls and visitors to appropriate staff.

  • Operate shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests.

  • Follow all SOP and IOPs related to duties such as personnel accountability, security, and safety.

  • Prepare and review correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Make corrections and retypes as necessary.

  • Utilize existing financial and business systems such as GFEBS in roles such as Business Intelligence (BI) Budget Reporter, Purchase Requisition Processor and BI Managerial Reporter to enter data for purchase requests, Military Interdepartmental Purchase Requests (MIPRs) and transfer of funds. Interface with branch, division or directorate personnel to develop and coordinate purchase request information and data needed to execute purchase requests within GFEBS.

  • Participate as a member of Integrated Product Team (IPTs) or groups developing changes or improvements to administrative processes and procedures.

  • Disseminate information and provide guidance to staff and administrative personnel in subordinate offices for clerical and administrative matters to ensure compliance with procedural requirements and instructions.

  • Review and revise administrative procedures (SOPs and IOPs) and policies for standardization.

  • Train subordinate contractual administrative staff (when necessary) on the standard databases, SOPs, and IOPs.

  • Serve as the office administrative point of contact for internal and external non-technical and administrative requests or taskers.

  • Participate in administrative aspects of mission-essential projects from inception to completion, which may include project schedules and reviews, status reports, milestone reviews, and assess cost-benefit analyses.

  • Facilitate and coordinate procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to established ARL or Army policy.

Qualifications

Minimum Qualifications:

  • High school diploma and one (1) year of general office experience. Relevant college courses or training may be substituted for experience.

  • Knowledge and/ experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.

  • Experience operating standard office equipment, to include telephones, copy machine, scanners, facsimile machine, computers, printers, and shredders.

  • Experience using current business management tools and databases such as eARL; GFEBS; Automated, Time, Attendance and Production System (ATAAPS); Defense Travel System (DTS) or any successor systems.

  • Ability to effectively communicate verbally and in writing with internal and external organizations.

  • Ability to interpret and implement SOPs and IOPs.

  • Must be a U.S. citizen.

  • Must have at least a Secret-level personnel security clearance.

Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital status, veteran status, sexual orientation, or any other legally protected status.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at job-assist@akima.com or 571-353-7053. Reasonable accommodation requests are considered on a case-by-case basis.

The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance to apply to an open position using our website.

Please do not use the dedicated email or phone number above to inquire on the status of your job application.

We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.

Job: Office & Administrative Support

Primary Location: US-MD-Aberdeen

Shift: Day Job

Req ID: QIV00612