Administrative Operations Specialist at Think Tank Inc. in Silver Spring, MD, USA

Job description

• The Administrative Operations Specialist provides comprehensive administrative operations support to the OAA Front Office and other OAA offices. The Specialist prepares, tracks, and coordinates administrative actions including travel, time and attendance, meeting logistics, correspondence, calendar management, and office management. The Specialist does not approve travel, certify time and attendance, obligate funds, or make official procurement decisions.

Responsibilities

• Prepare travel authorizations, vouchers, reimbursement support documents, and related travel packages in the Federal travel system per Federal Travel Regulations and NOAA/NMFS procedures
• Coordinate travel logistics for OAA Federal staff and invited travelers including itinerary coordination, documentation, and voucher support
• Maintain travel trackers, flag missing approvals or documentation, and provide status updates to travelers and Government officials
• Support conference and group travel package preparation and routing when requested
• Provide administrative support for time and attendance tracking using the approved Government timekeeping system
• Maintain pay period calendars, send reminders, review timesheets for completeness or obvious errors, and notify employees and approving officials of outstanding actions
• Prepare timekeeping status reports for Government review; Government officials retain all certification and approval authority
• Coordinate facilities requests, training request packages, IT helpdesk tickets, space and equipment needs, and purchase request packages as directed by the COR
• Monitor shared mailboxes, maintain calendars and contact lists, schedule meetings and appointments, and manage meeting logistics for executive leadership and OAA staff
• Prepare agendas, meeting notes, action item trackers, meeting preparatory materials, and follow-up reminders
• Coordinate hybrid and virtual meeting support using Google Meet, WebEx, or other Government-approved tools
• Prepare and edit correspondence, memoranda, manuals, informational materials, forms, newsletters, reports, spreadsheets, and presentation materials
• Maintain budget tracking and expense reconciliation support documentation for Government review

Requirements

• Experience providing executive-level administrative support including calendar management, meeting logistics (hybrid/virtual), correspondence and memoranda preparation, and presentation materials
• Experience with Federal travel systems - preparation of travel authorizations, vouchers, and reimbursement support documents per Federal Travel Regulations
• Experience with Government timekeeping systems for time and attendance administrative support
• Facilities/training/IT helpdesk coordination; purchase request package support; budget tracking and expense reconciliation support
• Qualifications commensurate with an associate degree or equivalent and approximately 8 years of relevant administrative experience for senior support roles
• Strong written and oral communication skills
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Workspace (Gmail, Drive, Docs, Sheets, Slides, Meet), Adobe Acrobat, and SmartSheet
• Ability to learn NOAA/DOC systems and procedures quickly
• Must be capable of obtaining and maintaining a suitability/public trust determination (Tier 1 or successor) and all required system access approvals
• Must identify as a contractor in all written, electronic, and verbal communications per contract requirements

Skills

Required

• Ability to learn quickly
• Adobe Acrobat
• SmartSheet
• Federal travel systems
• Government timekeeping systems