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Administrative Assistant II

Business Management Associates, Inc.
Washington, DC
  • Expired: December 26, 2022. Applications are no longer accepted.
Business Management Associates, Inc. (BMA) Integrating People and Process Through Service, with a strategic emphasis on integrating people and process, and proven, documented project management methodology for internal and external management while maintaining a strategic and financial focus on an organization's most important component ' its people;

"Love Thy Customer; Love Thy Work; Love Thy System"

Business Management Associates (BMA) is seeking an experienced Administrative Specialist II who must provide intermediate to high-level administrative and program analyst support. Additional duties may apply.

RESPONSIBILITIES & DUTIES:
  • Provide backup support and coverage of functional areas during normal business hours, ranging from 8:00 am until 4:30 pm eastern;
  • Use of agency existing applications and software (e.g. Microsoft Office Suite Word, Excel, PowerPoint, Google documents, Book it, Salesforce, etc.).
  • Respond to customer questions; draft correspondence to obtain information and provide instructions. Respond to telephone calls and impromptu virtual meetings and provide accurate information to questions;
  • Interpret enabling legislation authority and other relevant statutes as they relate to specific issues identified by the Customer;
  • Participate in all startup activities for new commissions and boards; Participate in all shutdown activities for sunsetting or departing commissions and boards;
  • Attend regularly scheduled client conference calls/meetings;
  • Coordinate with Agency Liaison Officer (ALO) and Program Support Specialist on department projects and initiatives;
  • Coordinate with agency Service Level Agreement (SLA) business line providers for services rendered;
  • Work to resolve any department clients and agency business partners' issues as they arise;
    • Alert ALO of matters that will require additional assistance or senior-level intervention.
  • Maintain department tracker which captures data such as budget, client and agency service providers' contact information, and enabling legislation;
    • Ensure client and agency business line service provider of contact and information are up to date.
    • When new SLAs are signed, update the Commissions and Boards tracker within 48 hours.
  • Support maintaining departments' Account Management Folder; Support maintaining copies of signed SLAs;
  • Ensure department's Account Management maintains copies of all agency Service Provider Service Level Agreements (SLAs) and InterAgency Agreements (IAAs);
    • Managed Service Officer (MSO) - PIV Card Team (federal credentialing card services)
    • GSA IT
    • Payroll
    • Technology Transformation Service (TTS)
    • Office of Administrative Services, Office of Internal Acquisition (OAS, OIA)
  • Sponsor, adjudicate, and process applications to be entered into USAccess for clients to receive PIV card and/or background checks;
    • Also, coordinate with agency Office of Mission Assurance security personnel to complete security processes
  • Review monthly Alpha Report to ensure department Account Management client charges are correct and make adjustments when appropriate;
  • When required by ALO, support the development of additional support Addendums to Service Level Agreements and collaborate with agency Service Providers on language contained therein;
    • Provide to ALO for review and approval
  • Disseminates SLAs/IAAs for signature; Prepares yearly SLA/IAA renewals;
  • In conjunction with the Agency Liaison Officer and Program Support Specialist, establish a calendar for quarterly billing and price increase/decrease notifications to clients, and collection of reimbursables;
    • Reach out to the agency Service Provider via standardized email to determine what services have been utilized.
    • Populate 7600B Treasury forms for reimbursable services provided to customers.
  • When required, participate in program preparation and collection of quarterly bills for fees associated with SLAs;
    • When required, this information will be sent to the United States Department of Agriculture (USDA) partner billing department.
  • For start-up organizations, coordinate with OPM to obtain agency codes and provide this information to the appropriate agency service provider;
  • Maintain awareness of departments' sunset dates and coordinate with Agency Liaison Officer on service provider notifications;
    • Coordination begins six (6) months prior to sunset.
    • Coordinate with National Archives and Records Administration (NARA) on the Records Management process.
  • In conjunction with ALO, schedule client and agency Service Provider meetings as required;
  • Serve as co-primary department HR Time and Attendance for departments customers along with Program Support Specialist;
    • Entry of base schedules, review, and approval of time cards.
    • Coordinate with ALO and departments HR on complex Time & Attendance (T&A) administration matters.
    • ALO will serve as secondary POC for departments T&A.
  • Coordinate with ALO to schedule bi-annual GSA Business Partner Meetings;
  • Review departments webpage content to ensure information is up-to-date;
    • Coordinate with service providers to obtain up-to-date points of contact, documents, and program of service information.
    • Includes departments' Account Management program literature - Slip Sheets, Flyers, and Factsheets.
  • Collaborate with Program Support Specialist to collect input information for Interact blog posts made available to departments clients and business partners;
    • Blog posts will then be submitted to ALO for review prior to publication.
  • Additional duties may not be listed

QUALIFICATIONS & REQUIREMENTS :
  • Possess a minimum of 24 months of experience providing intermediate to high-level administrative and program analyst support;
  • Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the positions, and that is typically in or related to the work of the position to be filled;
  • Possess excellent organizational skills and attention to detail confirmed by references or prior positions;
  • Must demonstrate experience drafting, routing, editing, and preparing numerous administrative products simultaneously;
  • Demonstrate strong organizational, prioritization, written, and oral communication skills; and
  • Must be able to demonstrate expert knowledge in Microsoft Office Suite Word, Excel, PowerPoint, and Google documents. This includes following and creating templates, drafting executive-level material, and making recommended changes.
  • Applicants selected will be subject to a Government background investigation and must meet eligibility and suitability requirements.

EDUCATION & EXPERIENCE:
  • Bachelor's degree required, at least 3 years of relevant experience

At BMA, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religious creed, sex, national origin, ancestry, pregnancy, childbirth, physical disability, mental disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer-related or HIV/AIDS-related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. BMA complies with applicable state and local laws governing nondiscrimination in employment in every location in which BMA has facilities. BMA believes that diversity and inclusion among our employees are critical to our success as a company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

Business Management Associates, Inc.

Address

Washington, DC
20001 USA

Industry

Business

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