Montech Inc. is seeking an Administrative Assistant (IV) to serve as part-time personnel in support of NOAA and the SWFSC. The National Oceanic Atmospheric Administration (NOAA), Environmental Research Division (ERD) at the Southwest Fisheries Science Center (SWFSC) in La Jolla provides administrative support services to the SWFSC Science Divisions. The services shall include advanced-level executive administrative duties, with an emphasis on travel, administration, and program management support, to assist the SWFSC ERD Director.

Immediate Opening / Requirements - Required to complete fingerprinitng, background check and obtain a Personal Identity Verification (PIV) card (from Federal agency).

Hours of Operation for Position - The Administrative Assistant (IV) will generally perform all work between the facility hours of 6 A.M. – 6 P.M., not to exceed 20 hours per week (part-time). This position is currently approved for telework as coordinated with the Environmental Research Division (ERD) Director. Note: Teleworking could be modified as ERD sees fit.

General Responsibilities

The Administrative Assistant (IV) will ensure logs, files, and progress (i.e. deliverable) is reported to Project lead on a regular basis (daily, weekly as specified). Maintain process of Division travel and updated Project Lead.

Task 1 - Assure communications are maintained and updated within the division, in three different cities are La Jolla, Monterey and Santa Cruz:

• Main administrative POC for ERD staff;
• Maintain ERD emergency contact information
• Deliverable: Update/distribute within 3 days of changes; Update/verify contact information on monthly basis.
• Assist with providing technical, administrative, timekeeping, budgetary, and logistical support;
• Manage the ERD Weekly Science Report and weekly reminders;
• Maintain log of material for the ERD web page;
• Manage Foreign Nationals and other visitors/guests, which includes preparing registrations, helping to develop and implement check-in/check-out procedures, corresponding with site staff hosting visitors, maintaining a detailed spreadsheet of the aforementioned, and securing that information.

Task 2 – Program Management Support

• Assist with reporting Division activities into the Milestone tracker;
• Act as a liaison between various offices and organizations;
• Provide customer service and help with resolving issues;
• Ensure that administrative actions are correct, relevant, and consistent with regulations, policies, or other requirements for the SWFSC ERD Division;
• Collate and distribute written information as it pertains to Division activities;
• Division’s research manuscript and publications processing and tracking:
• Oversee the submission of manuscripts to the Research Publication Tracking’s System (RPTS)
• Track manuscripts to ensure that the 30-day review is completed

Task 3 – Travel Support

• Overall support of the ERD administration with an emphasis on travel related tasks such as: domestic and foreign travel, including travel authorizations and vouchers, gift and bequest travel, group travel, travel cap tracking and costs and de-obligation tracking. May provide backup assistance of these functions for other Divisions;
• Manages travel correspondence, responding to domestic and foreign travel inquiries on trip processing status, corresponding with staff and the NOAA Travel Office on renewing passports and the completion of required foreign travel briefing and high threat security overseas seminar training certificates;
• Ensures that all travel information is tracked, available, and accessible to the ERD Director.
• Maintains travel logs and other travel tracking-related spreadsheets on a daily or as-needed basis.
• Prepares annual domestic and foreign travel log for ERD.
• Makes airline, hotel and car reservations for travel.
• Prepares travel authorizations.
• Prepares travel vouchers.
• Prepares reclaims.
• Prepares local travel requests.
• Tracks gift and bequest travel.
• Tracks ERD official passports.
• Assists in assembling passport, visa and other travel renewal or submission requirements.
• Works with ERD travel specialist to coordinate foreign travel, including obtaining foreign visas, passports, Counter Threat Awareness Training – Foreign Affairs Counter Threat Training (CTAT-FACT) and country clearances.
• Liaison between government employee and the IT Department to let them beware that there is upcoming foreign travel and assist with providing the proper electronic equipment for people traveling to foreign countries.

Qualifications

The Administrative Assistant (IV) should possess at least three (3) years of relevant experience and training, or an Associate’s Degree, plus 2 years of related experience.

Relevant experience and skills must include, at minimum:

• The ability to type with 98% accuracy.
• The ability to work independently and with minimal supervision.
• Demonstrates strong written and verbal communication skills.
• Familiarity with Microsoft Word, Excel, Access, and Adobe Acrobat programs.
• Experience monitoring a number of different projects at any given time.
• The ability to communicate effectively with diverse groups of people at varying levels of education.
• General knowledge of spreadsheets and databases.
• At least three (3) years of experience handling travel authorizations, vouchers, and other travel-related tasks for a federal agency, including assisting with travel arrangements and managing travel logs and administrative records for multiple staff members.

Job Types: Part-time, Contract

Pay: $30.00 - $37.50 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• Associate (Preferred)

Experience:

• Government (contractor/employee): 1 year (Required)
• Federal travel support (domestic/foreign): 2 years (Required)

Work Location: One location

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