1-3 years of experience
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Employment Type:
Full time
Job Category:
Administrative Specialist I
(This job is no longer available)
NANA Regional Corporation | Aberdeen, MD
Grad Date

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Job Description

Administrative Specialist I


Qivliq Federal Group provides solutionsfor complex, business critical enterprise IT systems and also provides mission staffing support to our clients\.We are currently searching for an Administrative Program Specialist Ito support our client, the US Army Research Laboratory at Aberdeen Proving Grounds\. The incumbent will provide key support to a ARL Branch Chiefs and will be a pivotal member of his/her team\.

+ Create, customize, prepare, and maintain presentations, briefing charts, and documents using computer software \(e\.g\.Microsoft Office Suite\), websites, graphical elements, scanned photos, and other presentation materials\.

+ Review and modify correspondence for internal consistency and conformance\.

+ Maintain and update the calendar of the Government office manager within the specialist's assigned branch using computer software \(e\.g\. Microsoft Office Suite\) by making appointments and arranging meetings, based on the manager's schedule and current issues\.

+ Coordinate and support meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds\.

+ Schedule accommodations for meetings, record lunch requests for meetings with outside guests notify attendees, coordinate Video Teleconference Conference requirements, and handle any other special requirements for meetings/conferences/projects \(reserve parking spaces, directional signs, registration desk, name plates, table tents, etc\)\.

+ Obtain and deliver read ahead material for office manager's scheduled meetings and distribute to attendees\.

+ Prepare travel orders; arrange travel and lodging arrangements; arrange and coordinate a schedule for visits\.

+ Maintain conference room reservation schedules for the purpose of coordinating meetings, visits and appointments\.

+ Enter data and maintain office databases such as organizational charts, personnel accountability, travel, training, and budget\.

+ Enter and maintain professional data in the eARL metrics database\.

+ Serve as records manager and maintain office files in accordance with Army Records Information Management System \(ARIMS\) for auditing purposes\.

+ Collect, review, archive forms \(such as leave requests, employee work schedules, and telework applications\), and enter data into the timekeeping system for branch chief review\.

+ Coordinate, define structure and organize electronic materials, presentations and documents using databases, servers and Sharepoint sites\.

+ Prepare property turn\-ins and requisition orders \(including IT Approval System \(ITAS\) waivers\)\.

+ Prepare, review and process training requests, travel orders, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature\.

+ Gather and organize completed personnel documents and delivering completed document packages for personnel actions to include civilians, contractors, students, guest researchers, post\-doctoral researchers, fellows, etc\.

+ Respond to administrative queries and taskers by the established deadline\.Keep accurate records of final disposition of each action and inform the respective action officer of results\.

+ Receive and screen visitors and phone calls\.Professionally answer office manager telephone line, take messages, and refer calls and visitors to appropriate staff\.

+ Operate shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests\.

+ Follow standard operating procedures \(SOP\) and Internal Operating Procedures \(IOPs\) provided as Government Furnished Information \(GFI\) at contract award, related to functions such as personnel accountability, security, and safety\.

+ Prepare and review correspondence \(e\.g\., minutes, information papers, reports, queries, taskers\) for grammatical errors, proper tone, accuracy, clarity, and formatting\. Make corrections and retypes as necessary\.

+ Utilize existing financial and business systems such as General Fund Enterprise Business System \(GFEBS\) in roles such as Business Intelligence \(BI\) Budget Reporter, Purchase Requisition Processor and BI Managerial Reporter to enter data for purchase requests, Military Interdepartmental Purchase Requests \(MIPRs\) and transfer of funds\.Interface with branch, division or directorate personnel to develop and coordinate purchase request information and data needed to execute purchase requests within GFEBS\.

+ Participate as a member of Integrated Product Team \(IPTs\) or groups developing changes or improvements to administrative processes and procedures\.

+ Generate, track, and monitor funding/execution documents, post necessary actions \(e\.g\., funding/execution documents\) to journals or subsidiary ledgers of an accounting system \(e\.g\., GFEBS\) against intra office databases/spreadsheets to identify deltas\.

+ Review and compare financial documents such as reports from the accounting system \(e\.g\., GFEBS\) against intra office databases/spreadsheets to identify deltas\.

+ Balance and reconcile accounts\. \(e\.g\., ensure transactions are posted correctly; identify overruns, pull funding documents to determine what the correct numbers should be and submitting or requesting changes to GFEBS as approved by the Government POC\.\)

+ Ensure consistency between planning and execution of financial databases for purposes of periodic rollups\.


+ High school diploma and one \(1\) year of general office experience\.

+ Relevant college courses or training may be substituted for experience\.

+ Knowledge or experience using Microsoft Office Suite, specifically Power Point, Excel, and Word\.

+ Demonstrated ability to communicate orally and in writing\.

+ Experience operating standard office equipment, to include telephones, copy machine, scanners, facsimile machine, computers, printers, and shredders\.

+ US Citizen with the ability to pass a background check\.

Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital status, veteran status, sexual orientation, or any other legally protected status\.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities\. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at job\-assist@akima\.com or 571\-353\-7053\. Reasonable accommodation requests are considered on a case\-by\-case basis\.

The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance to apply to an open position using our website\.

Please do not use the dedicated email or phone number above to inquire on the status of your job application\.

We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted\.

_In order for our company to stay compliant with government regulations, please apply on line\. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application\._

Job: Office & Administrative Support

Primary Location: US\-MD\-Aberdeen

Shift: Day Job

Req ID: QIV00580

About NANA Regional Corporation

NANA is the regional Native corporation for the northwest Arctic region. The Northwest Arctic Borough is the governing body for the region. The NANA region encompasses 38,000 square miles, an area approximately the same size as the state of Indiana. The NANA Land Department manages all corporate-owned lands within the region. The purpose of this site is to provide the public with information on NANA lands, and to provide a forum for cooperation among land managers and user groups in the dissemination of land information.