Administrative Assistant - Philadelphia (3758)

　　Location Philadelphia, PA

　　Job Code 3758

　　# of Openings 1

　　Apply Now (https://phg.tbe.taleo.net/phg01/ats/careers/v2/applyRequisition?org=GATEWAYVENT&cws=55&rid=3758)

　　Ocean Bay, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking an Administrative Assistant

　　POSITION RESPONSIBILITIES:

　　• Assist FPS SME’s in collecting and inputting information into the Federal Financial Management System (FFMS) associated with the MegaCenter functions.

　　• Produce a typed transcript of the meeting minutes from the weekly manager’s meeting as needed to include, but not limited to, the weekly manager’s conference call.

　　• Collect, maintain and supply information to client agencies regarding maintenance, service procedures, cost, procurement, and installations.

　　• Assist FPS SME’s in verifying purchase card statements associated with the MegaCenter monthly purchase card transactions.

　　• Research and prepare all purchasing worksheets for approval and any other PCard related activity at the direction of the center manager. Once approved, assist FPS SME’s to ensure all government purchase card documentation is completed according to regulations.

　　• Maintain the purchase card spreadsheet to track the MegaCenter budget. List all transactions made on the purchase card based on the predetermined transaction lines and budget.

　　• Assists the FPS SME’s documentation for MegaCenter invoices, IAR’s. and spreadsheets for the accurate accounting of fiscal responsibility.

　　• Assist in updating the internal filing system within the MegaCenter.

　　• Schedule meetings. Manage MegaCenter staff calendars and the conference call bridge calendar.

　　• Prepare and track shipping for all incoming and outgoing packages.

　　• Prepare paperwork for new and replacement PIV cards for all MegaCenter staff. Coordinate with specific government agencies for PIV card production.

　　• Produce, update, and distribute MegaCenter staff internal phone lists. Assist in tracking all inventories within the MegaCenter. Assist with the yearly Sunflower campaign which will include meeting all deadlines, scanning or inputting all required inventory into the Sunflower database, and attend all campaign meetings and training. Prepare accountability inventory reports for MegaCenter staff. Prepare paperwork for all missing, damaged, or transfer of inventory items from or to the MegaCenter.

　　• Assist FPS SMEs with MegaCenter IAR’s and data input into WebView and FFMS.

　　• Update and distribute HQ MegaCenter staff directory to affiliate MegaCenter personnel.

　　• Complete special projects assigned by the MegaCenter managers.

　　• Submit service calls to GSA for any facility maintenance or service that needs to be done within the MegaCenter.

　　• Input new contract employee personnel information into the MegaCenter information system.

　　• Compile the monthly HQ Workload Metrics and distribute to the appropriate MegaCenter personnel.

　　• Compile and distribute monthly printer usage reports to the contract service company for MegaCenter copiers and printers.

　　• Distribute a delegation letter to all MegaCenter managers for the out of office MegaCenter manager.

　　• Update all MegaCenter personnel information in the MegaCenter information system.

　　• Assist new employees with orientation and additionally are not limited to, obtaining badges, establishing e-mail accounts and computer access and assigning lockers.

　　POSITION REQUIREMENTS:

　　• High School diploma or GED

　　• Excellent phone skills

　　• Customer Service – Knowledge of principles and processes for providing customer services. This includes meeting established quality standards.

　　• Computer Skills – Utilizes a personal computer with word processing, spreadsheet and related software with reasonable speed and accuracy.

　　• Proficient in Word, Excel, and data entry.

　　• Experience in invoicing, budget tracking, and general accounting skills.

　　• Be able to handle filing and other administrative duties

　　• Interpersonal Relationships – Develops and maintains cooperative and professional relationships with employees at all levels, representatives from various departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes.

　　VEVRAA Federal Contractor

　　Three Saints Bay, LLC and its subsidiaries offer a diverse, team-oriented working environment and the opportunity to work with exceptional dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.

　　We are an EEO/AA employer. We invite resumes from all interested parties without regard to race, color, religion, creed, gender, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.