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Administrative Secretarial Assistance
Ref No.: 18-06147
Location: Rockville, Maryland
Start Date: 08/31/2018
Order # RFQ1325579
Job Title Administrative Secretarial Assistance
Number of resumes 5 resumes each
Resume Due 09/05/2018 EOD








Job Description
Job Title Administrative/Secretarial Support
Client Department of Health and Human Services
Place of Performance NIDA, 6001 Executive Blvd, Rockville, MD 20852 (NIDA HQ)
Resume Due 8/28/2018 EOD
Number of Positions 1
No of Resumes 5
Period of performance Six Months – 120 Workdays
US Citizen Mandatory
Security Clearance Any active clearance is preferred
Experience Preferred Health and Human Services, NIH experience
References NA

Job Duties
The administrative/secretarial contractor will have a wide range of responsibilities. The contractor shall:
  • Schedule and coordinate appointments and meeting for several staff using MS Outlook.
  • Create and edit spreadsheets using MS Excel.
  • Create reports and presentations using MS PowerPoint.
  • Perform file searches using automated databases.
  • Prepare and process meeting materials (i.e., schedules, copies, notebooks, etc.)
  • Arrange and process travel authorizations and vouchers for conformance to policy and regulations.
  • Arrange the logistics for meetings, including scheduling the time, space, equipment, coordinating with participants, and distributing handouts and agendas.
  • Review and screen visitors and telephone calls.
  • Research information in order to prepare reports or answer questions.
  • Provide status updates for ongoing projects and activities.
  • Analyze and present information related to improving current and future organizational workflow.
  • Track time spent and estimate resources required for project completion.
  • Organize activities of the office related to the HEALing Communities Study.
  • Compile, summarize and track budgetary data from purchases orders, travel and training.
  • Prepare requisitions for purchases of office supplies, trainings, registration fees, etc.
  • Maintain supply inventories.
  • Setting up and running webinars in Webex platform.
  • Perform other related duties as assigned
  • Contractor should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

QUALIFICATIONS:
  • A minimum of high school diploma or GED is required.
  • Ability to multi-task and assist multiple NIH employees at once.
  • Ability to perform more complex administrative tasks
  • Ability to support senior level staff
  • Possess advanced computer skills
  • Ability to perform a variety of administrative functions
  • Prepares routine and advanced correspondence
  • Ability to work well with all levels of management and staff
  • Responsible for confidential and time-sensitive material
  • Excellent communication skills
  • Ability to draft correspondence and communication documents