Executive Administrative Assistant

Description

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,