Administrative Assistant I

Overview

Job Title: Administrative Assistant I

Category:Proposed: Proposed jobs are pending the results of a source selection process. If Ardent Eagle Solutions is awarded this work, the job will become open if we are unable to hire the proposed individual. Opportunities such as this are ideal for candidates with flexible availability dates. It never hurts to throw your hat in the ring!

Clearance Required: Public Trust

FTE: 1

OBJECTIVE:

The position supports the National Environmental Satellite data and Information Service (NESDIS) office-wide onsite administrative, operational and program management support services. The National Oceanic and Atmospheric Administration (NOAA) is an agency that enriches life through science. Their reach goes from the surface of the sun to the depths of the ocean floor as they work to keep citizens informed of the changing environment around them.

 

From daily weather forecasts, severe storm warnings, and climate monitoring to fisheries management, coastal restoration and supporting marine commerce, NOAA's products and services support economic vitality and affect more than one-third of America's gross domestic product. NOAA's dedicated scientists use cutting-edge research and high-tech instrumentation to provide citizens, planners, emergency managers and other decision makers with reliable information they need when they need it.

 

NOAA's ability to achieve its goals and objectives depends heavily upon the continued strengthening and integrations of our enterprise-wide science and technology, stronger partnerships and stakeholder engagement, and effective organizational and administrative functions.

The purpose of this Task Order is to provide Contractor administrative support services for the Office of the Chief of Staff.

Responsibilities

Approximately 1-4 years of experience with the following:

• Serves as the Receptionist/switchboard operator, which involves, greeting and providing information to visitors at the reception desk, entry control, and issuance of visitor badges for visitors.
• Ensures all authorized visits are coordinated with the operational staff via the shift supervisor or their designee and the front office administrative staff.
• Receives, screens, and refers callers or visitors to appropriate individuals within the organizational component(s).
• Is responsible for issuing visitor badges for domestic and foreign visitors/dignitaries to the facility.
• Ensures all visitors sign entry and exit logbook, or logs entry and exit of all authorized visitors and issues/collects visitor badges as required.
• Ensures visitors are aware of current safety requirements as required by management.
• Receives visitors to the facility and refers each visitor to the appropriate person or office.
• Assists in coordinating official visits, often involving two or more organizational elements in different physical locations on the installation.
• Receives visitors in a professional and tactful manner, refers them as appropriate and determined by local procedure.
• Explains applicable security rules, regulations, and procedures regarding visitors to employees, managers, and visitors.
• Issues visitor badges for visitors, ensuring each visitor has the required access privileges or escorts for the area for which they are entering.
• In accordance with regulatory requirements, coordinates with the requesting branch to receive authorization to visit the area.
• Determines the need, and (as required) arranges for an escort for visitors prior to dispatching visitors to work locations.
• Maintains and controls visitor logs.
• Provides information services, within the bounds of security procedures, requiring a general knowledge of the functions and activities of organizational segments.
• Performs administrative/clerical support using various software applications to include, but not limited to word processing, spreadsheet, electronic mail, database management, graphics, and desk-top publishing (proficient in all Microsoft products, Google products, adobe, and others).
• Creates, modifies, or assists with typing or editing documents.
• Assembles data, consolidates, and prepares numerous one time and recurring reports, each unique in nature.
• Work is performed in the context of office clerical support.
• Automation equipment is used for storing, retrieving, manipulating, transferring, computing, and printing information.
• Employee sets up and maintains files as directed by the administration office.
• Maintains and uses personnel lists, directories, and other reference materials required to facilitate job accomplishments.
• Creates signs and schedules to be posted using graphics software.
• Maintains a variety of office logs and suspense files in accordance with governing regulatory criteria.
• May perform other duties such as typing narrative and statistical/tabular material which involves the use of scientific, specialized terms and complicated formats.
• Must be capable of operating word processing and printing equipment to perform a variety of typing assignments from draft to final form, which may include specialized terminology pertaining to a specific functional area.
• Prints reports and verifies information is accurate and complete. Sets up formats and prints a variety of reports based on the needs of the facility.
• Distributes mail to appropriate staff members, and compiles data from monthly and semi-annual reports, as directed by the administration office.
• Assists staff members on individual projects.
• Conducts follow-up actions to assure the receipt of timely responses to established requirements in accordance with predetermined suspense dates.
• Assembles data, consolidates, and prepares numerous one time and recurring reports, each unique in nature.
• Monitors surveillance system and notifies designated personnel when a suspected security breach occurs.
• Monitors surveillance system and notifies designated personnel when a suspected security breach occurs.
• Handles emergency calls such as fire alarms, calls for police, or ambulance service.
• Acts as the central point of contact for internal and external clients.
• Answers a variety of questions utilizing knowledge of the facility, organizational units, functions, and key personnel.
• Arranges appointments and meetings for maximum participation as instructed by the main office.
• Relays instructions to manager/supervisors' subordinates and assists them in the procedural aspects of the office.
• Reports equipment problems to maintenance personnel.
• Schedules employees for training or visits to support offices.
• Requisitions office supplies, blank forms, and printing and maintenance services while maintaining their contact information.
• Collect and provide mail to the carrier, staff and/or mailroom.
• Assist/substitute in the absence of other administrative staff.
• Liaise with administrative staff on all matters to ensure continuity of operation while precluding complications.
• Monitors items entering/leaving the station and confirms appropriate property pass documentation has been issued and the return of visitor badges as required.
• Update and maintain the approved access list - which they provide copies of to the security guards.
• Performs other duties as assigned as outlined in the scope of work.

Qualifications

Education:

High School Diploma

 

LOCATION/HOURS:

• Wallops, Virginia
• Facility access is provided from 0600-1800 Monday - Friday. Core work hours are set to support OSPO and NESDIS HQ staff from 0800-1700 Eastern Standard Time. Flexibility is required and allowed for work performed within the EST core work hours. Work performed shall not exceed 40 hours per week.

Telework

Telework may be authorized for task order performance provided that: the dates are mutually agreed upon based on the needs of the required activity; a written Telework Plan is prepared, and prior approval is received from the Federal Project Manager and the Contractor Program Manager; and a daily log of activities and work completed is maintained and submitted to the Contractor Program Manager for every telework day. Daily logs shall be available to the Government upon request. By authorizing an employee to telework, the Contractor Program Manager agrees that there is a means in place to monitor work progress.

 

ABOUT US:

Ardent Eagle Solutions (AES) is a dynamic and growing small business supporting the Federal Government, Department of Defense (DoD) and Intelligence Community (IC) customers worldwide. AES is focused on the success and growth of its employees while providing outstanding support to our customers and their mission(s).

 

At Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:

• Medical/Dental/Vision Coverage
• Matching 401(k) Plan
• Continuing Education Assistance
• Paid Time Off

This job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned.

Ardent Eagle Solutions is an Equal Opportunity Employer

Employment Type: FULL_TIME