Administrative Assistant Support Specialist

Provide travel processing and files; meeting coordination; communications triage; mail processing;

supply/purchase requests; training requests completeness; spend plan tracking; correspondence completeness checks; onboarding/offboarding coordination; equipment status and service requests; visitor escort support; records/file management; calendar support; evacuation rosters; printing; non-technical admin correspondence; procedure updates; suspense tracking; office automation; facilities work orders; signage; seating charts; PII compliance; training/exercise logistics support.

 

·         Provide clerical and administrative support services for ONRR operations.

·         Provide travel processing support using the ASPR travel system, including:

·         Preparing travel orders, memoranda, travel vouchers, and supporting documentation for Government review and approval within established timelines.

·         Travel documents must be processed within 72 hours of receipt.

·         Reviewing travel-related reports and preparing corrections for Government review, as necessary.

·         Processing travel documentation in accordance with established procedures for conference attendance.

·         Maintaining travel files in accordance with ASPR guidelines.

·         Tracking travel activity and expenses by:

·         Entering travel data into division tracking worksheets for Government monitoring.

·         Entering travel expense data into the division system of record.

·         Provide conference room scheduling and meeting coordination support, including:

·         Scheduling meetings based on Government-provided tasking. b. Providing logistical setup support for all hands meetings, as requested through the COR or designated Government representative.

·         Scheduling interviews upon receipt of Government tasking.

·         Provide administrative support for incoming communications, including answering and routing telephone calls, faxes, and emails to appropriate Government personnel.

·         Provide mail processing support, including sorting and distributing incoming and outgoing mail in accordance with established procedures.

·         Provide office supply and purchasing administrative support, including:

·         Monitoring office supply inventory levels and preparing purchase request documentation in accordance with agency purchasing guidelines for Government review and approval.

·         Purchase Request Form (1350) must be used, or requests must be entered into MACCS 1350, as

applicable.

·         Provide administrative support for purchase, telecommunications, and training requests, including:

·         Preparing purchase request documentation and verifying completeness of training request forms for Government review and approval. b. Recording expenditures in the branch spend plan tracker for tracking purposes. Entering purchase expense data into the division system of record.

·         Maintaining purchase records in accordance with ASPR guidelines.

·         Provide calendar and scheduling support services, as requested.

·         Maintain Occupant Evacuation rosters for emergency preparedness purposes and distribute updated rosters to designated building evacuation personnel in accordance with established procedures. Updated rosters must be provided at the beginning of each month.