Administrative Assistant Needed
Statistics is looking for someone to work with the National Oceanic and
Atmospheric Administration (NOAA) Northeast Fisheries Observer Program (NEFOP) as
an administrative assistant, to help with daily business activities. Responsibilities
Administrative Assistant is responsible for:
- Providing tracking of all Branch
financial expenditures against spending plans to assist with the budget
planning and execution process of the Branch. This includes providing the
Branch Chief with reports and documents created from the CFRS or MARS
tracking system as well as our in-house Quicken databases.
- Conducting bi-weekly audits of the
Branch’s financial status as compared to the CFRS or MARS Federal Tracking
System to recognize and find input errors.
- Managing and administering Branch
procedures to ensure compliance of regulations and policies to process
contracted and federal staff for security background clearances and
issuance of ID Badges. This includes acting as the security enrollment
officer in obtaining security clearance for all new employees, contractors
and observers in the program, securing badges from retiring individuals
and maintaining communication with the NOAA security office on procedural
- Providing assistance to Branch
Chief and staff in the procurement and purchasing of equipment and supplies,
and contract administration. This includes the tracking contracts that
include labor and overhead for approximately 25 contracted staff.
- Advising COR (Contracting Officer
Representative) of funds availability and provide timely notification when
contract approaches end of period of performance.
- Researching and procuring
equipment, supplies, furniture, etc., to fulfill Branch needs. Purchases
may be routine or unique requests requiring some degree of creativity and
sleuthing to locate.
- Providing necessary travel
preparation and time and attendance record keeping for Branch employees.
This includes developing travel itineraries, preparing travel
authorization and vouchers using Travel Manager. The individual shall also
collect time and attendance reports from staff, audit for errors, verify
leave records, and enter data accurately for transmission to the National
Finance Center for processing.
Assistant provides Branch oversight on issues related to the facility
operations at the Falmouth Technology Park, including:
- Administering orientation program
for new staff members to complete initial administrative requirements,
provide information on procedures, emergency contact information, issue
vehicle parking stickers, keys, and provide instructions to complete
required security and safety training for the facility.
- Monitoring and communicating with
applicable contracted vendor to manage general facility operations to
include maintenance, telecommunications, internet connectivity (with DMS),
and repairs of equipment and or facility.
- Overseeing the maintenance of
space, property records, and floor plans and making recommendations to the
Branch Chief for changes as needed.
- Assessing resource needs such as
printers, equipment, furniture, computers, and reassigning when necessary
to maximize usefulness and cost savings.
- Maintaining records of NEFOP-owned
GOVs, their maintenance, requests and use.
The administrative assistant should be:
The rate of pay is $18-$19/hour
and the position is eligible for the benefits described on the Integrated
Statistics website.The expected work week is 40
hours/week on site at the Falmouth Technology Park.
- Proficient in the use of Microsoft Word,
Microsoft Excel, and Adobe Acrobat in order to prepare and edit documents and
- Proficient in the use of Mozilla Firefox
and Thunderbird and Google for web access and e-mail transmissions.
- Familiar with the use of Quicken Accounting software
used by the branch for tracking budget information.
- Experience with federal
systems (CFRS, MARS, and/or Travel Manager) is desirable.
- Able to communicate effectively with visitors and staff, and to maintain professional demeanor.
orientation, the individual should be able to utilize government forms and
software to enter information and produce reports required in the conduct of
Statistics is an equal opportunity employer and will not discriminate against
any employee or applicant on the basis of age, color, disability, gender,
national origin, race, religion, sexual orientation, veteran status, or any
classification protected by federal, state, or local law. Consistent with its
obligations under federal law, Integrated Statistics is committed to taking
affirmative action to employ and advance in employment qualified women,
minorities, disabled individuals, special disabled veterans, veterans of the
Vietnam era, and other eligible veterans.
with accessibility of applications, posters, forms, and/or documents, please
email the Integrated Statistics office.