Administrative Assistant

Administrative Services:

· Support the Office of the Associate Director for Facilities Management on a wide range of administrative issues, such as completing forms, preparing word documents, power point presentations, spreadsheets, scanning, database entry and filing.

· Receives, assesses, routes, and handles incoming and outgoing materials, correspondence, reports, memoranda and other forms of written communication for program staff.

· Establish and maintains filing system as defined by branch.

· Prepares and tracks documents for internal approvals.

· Assists in the logistics for meetings. Sets up meeting rooms, conference lines, live meetings, etc.

· Assist other Branches in Facilities Management as necessary.

· Maintain the Pittsburgh branch supply and services budget spreadsheet.

· Maintain local CMMS system and assists maintenance staff work supervisor and routing work orders to the correct employee

· Assist in fleet vehicle operations

· Manages the site work control hotline and directs calls as appropriate.

· Work with customers in issuance and maintenance of smart card office

· Prepares travel authorizations and vouchers and enter into Concur Government Edition (CGE).

· Attend monthly travel preparer’s workshop.

· Prepare procurement documents and route for internal approval. Enter procurement packages into system.

• Prepare background material for VISA credit card orders and submit to Branch Program Operations Assistant for ordering by appropriate cardholder.
• Prepares training orders under Vendor Supplied Training System

Processing Personal Identity Verification Functions (PIV):

· Process fingerprinting

· Process enrollment, and issuance of HHS Smartcard PIV credentials using various processes, equipment, and applications.

· Collection and disposal of PIV Smartcards as well as PIN resets.

· Issuance and renewal of ALT cards.

Space Management Assistance:

· Review and update space utilization diagrams on a semi-annual basis to show occupied and unoccupied space.

· Participate and take notes at Pittsburgh site Space Committee meetings.

· Work with Facility Engineer to schedule office moves with maintenance personnel.

Other Administrative services as required include:

· Assist staff in organizing FMO-sponsored meetings.

· Assist staff with document preparation and formatting

· Conduct literature searches in support of Branch research projects

· Make information available to team members via various means, including posting content on share drives

· Prepare updates to intranet using FrontPage

· Support Branch staff on a wide range of administrative issues, such as completing purchase order forms, preparing word documents, developing distribution lists, power point presentations, spreadsheets, and filing

· Assist with the organization / maintenance of Facilities Management photo gallery and release forms

· Scan and bind engineering drawings and keep as-built drawing library neat, complete, and current.

· Provide oversight of the Pittsburgh Work Control hotline.

· Assist the Pittsburgh Building Manager in the coordination and scheduling of weekly work orders.

· Assist site divisions with CMMS work order entry.

· At the request of the facility engineer, run CMS work order reports.

· Serve as the Pittsburgh Facility Fleet vehicle dispatcher or alternate.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person