Administrative Specialist / Front Office/ and Human Resources

NOAA National Centers for Coastal Ocean Science's (NCCOS) Business Management Division (BMD) seeks a mid-level full-time (40 hours per week) Administrative Specialist who will assist with Silver Spring office support, Human Resources (HR) support, and administrative support in the Business Management Division (BMD) of NOAA's National Centers for Coastal Ocean Science (NCCOS). The BMD advises and provides support and services to the NCCOS director, deputy director, senior science staff and oversees four Branches: Administrative Support (ASB), Resources Support (RSB), Information Technology Support (ITSB), and Facilities Support (FSB). The ASB includes three teams: the Administrative Team, the Human Resources Team, and the Acquisitions Team.

The ASB's HR Support includes federal position classification management, recruitment, succession planning, HR dashboard maintenance, updating and maintaining NOAA's employee directory, and employee recognition awards. The ASB's Administrative Support includes assisting with conference packages, travel processing and time keeping. This Administrative Specialist will primarily support HR functions and will work collaboratively with other staff on non-HR related activities within BMD.

Requirements:

• Associates Degree or equivalent certification, plus 5 years of relevant work experience.
• Three or more years of experience in an Administrative Assistant role supporting a team.
• Prior knowledge of principles and practices of human resources is a plus.
• Experience in human capital management and processing of personnel actions is a plus.
• Experience preparing documents related to personnel, memoranda, and data entry in spreadsheets.
• Strong working knowledge of Google Applications (Chat, Docs, Drive, Gmail, Calendar, Meet, and Sheets) and Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Ability to multitask in a fast-paced team environment (i.e., ability to both prioritize and handle multiple tasks simultaneously).
• Ability to work productively and individually with little supervision.
• Ability to interface well with other co-workers in a highly professional manner and to maintain the highest level of confidentiality.
• Excellent interpersonal skills and ability to collaborate effectively with other team members.
• Sound judgment and decision-making skills.
• Interest in and ability to continuously improve workflow processes.
• Ability to handle sensitive and confidential information with integrity.

Deliverables:

• Complete recruitment and personnel packages according to established NOS deadlines.
• Complete and track a variety of personnel action requests until they are finalized by CSD or YRCI.
• Maintain workload status of HR actions on the HR dashboard for NCCOS staff and leadership reference.
• Support work on position classification management, succession planning, HR dashboard, and organizational chart.
• Complete agency directory maintenance, employee awards and recognition.
• Assist the acquisition team with administrative functions; including data entry, budget and formula checks, electronic filing, responding to and checking with the AGO or NCCOS staff on workload inquiries.
• Act as a requisitioner entering acquisition packages and accounting information into PRISM.
• Maintain the Acquisition dashboard with status on the requisitions assigned.
• Provide customer service to NCCOS technical points of contact on acquisition status from PRISM, NCCOS Field delegate, or from representatives in AGO.
• Assist as needed for the Freedom of Information Act (FOIA) support related to NCCOS record requests.
• Assist as needed for the group travel, conferences, E2 travel system and role mapping maintenance.
• Assist as needed for the GovTA (time and attendance) including entering accounting codes into the system, correcting errors for NCCOS employees, providing customer service to NCCOS federal employees with the system.
• Assist as needed for the NCCOS training and organizational development management; including maintaining training records and providing customer service to the NOS Chief Learning Officer.
• Perform administrative duties when requested by the NCCOS Director and Deputy Director; including but not limited to mail collection and distribution, calendar management, and travel preparation.

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