Administrative Assistant

Kairosinc; California (MD); On-site; Full time

Job summary

KAIROS, Inc. is seeking an Administrative Assistant to manage front desk operations and provide clerical support across various departments. The ideal candidate will have strong customer relations and analytical skills, with a commitment to quality and attention to detail. This role offers competitive pay and benefits, with opportunities for growth in a supportive environment.

Benefits

Medical Coverage

Employer Paid Dental

Health Savings Account

401K Plan with Employer Matching

Annual Discretionary Bonuses

Paid Time Off

Eleven Paid Holidays

Certification reimbursement program

Tuition Reimbursement Program

Paid Parental Leave

Qualifications

• At least one year of administrative assistant experience required.
• Deltek Costpoint experience is a plus.

Responsibilities

• Maintain front desk operations and welcome visitors.
• Handle sensitive information and assist with employee timecards.
• Support various departments with clerical functions.

Skills

Customer relations

Analytical skills

Documentation skills

Strong work ethic

Detail oriented

Interpersonal skills

Communication skills

Education

High School Diploma or equivalent

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

KAIROS, Inc is searching for an energetic, experienced, and highly motivated Administrative Assistant, to join our team.

Established in July 2013, KAIROS, Inc. is a growing Woman Owned Small Business (WOSB) providing full life cycle Cybersecurity, Program Management, Systems Engineering, and Training and Education services focused on optimizing customers’ program performance and mission through proven methodologies and ethical practices. Our headquarters is in California, MD near Naval Air Station Patuxent River. We offer competitive salaries and benefits with outstanding growth potential.

The Administrative Assistant will maintain the front desk of the KAIROS headquarters office, located in California, MD, and be the first point of contact for all visitors, guests, clients, and employees at the office. The working hours for this position will be 7:30 am to 4:30 pm with a 1-hour lunch. This work involves performing clerical duties with a high degree of initiative and skill in support of corporate staff and handling important and sensitive matters with discretion. Incumbent is expected to initiate own daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations. This position will provide support across multiple functional areas within the Contracts, Human Resources, Finance, Business Development, and other capabilities at KAIROS.

Primary Duties:

• Maintaining front desk operations during company core hours (7:30 am to 4:30 pm – 1 hour lunch)
• Welcomes and directs visitors and clients
• Handles sensitive and confidential information professionally and in confidence.
• Assist employees with Deltek Costpoint for time collection
• Review employee timecards at the end of every pay period
• Ensure employees timecards are in compliance with contract hours requirements according to the hours dashboard
• Process timesheet corrections for employees
• Assist Contracts Department to ensure compliance with contractual requirements, including Contracts Data Reports (CDRs), Invoices, Government Property Reports, and other deliverables
• Assist employees with any contract expense report related questions
• When needed assist employees with making travel arrangements ensuring arrangements follow the KAIROS travel policy and JTR regulations
• Assistance with travel estimates for employees
• Maintain charge authorization letters for all employees. Ensure that employees are informed in a timely manner of all charge authorization changes. Ensure new hires are issued a charge authorization letter within 24 hours of start date.
• Assist with material estimation, purchase request (PR) preparation, material purchasing and shipping.
• Maintain KAIROS conference room calendars and cleanliness.
• Anticipate manager and employee needs, provides the appropriate materials and brings together the appropriate people and other resources in addressing issues.
• Performs clerical functions such as, but not limited to, preparing correspondence; receiving guests; supporting other office staff and coordinates meetings when needed.
• Work with the Contracts Department on Contractual matters
• Support other operations departments with special projects and other assignments, as needed

Skills and Qualifications:

• Strong customer relations, analytical, and documentation skills.
• Self-starter, highly motivated, strong work ethic with a commitment to quality.
• Microsoft office suite proficiency. To include Excel, Outlook and Word.
• Understanding the importance of prioritizing tasks, based on importance and due date
• Ability to work within a challenging, fast-paced, team-oriented environment
• Ability to work independently
• Ability to multi-task and meet competing, deliverable deadlines
• Detail oriented
• Excellent interpersonal and customer service skills
• Excellent verbal and written communication skills to provide clear status and/or communicate issues
• Ability to adapt to evolving technology

Education and Experience:

• High School Diploma or equivalent, required
• Bachelor’s degree, preferred
• At least one (1) year of administrative assistant experience
• Deltek Costpoint experience, a plus

Clearance:
This position is subject to a government security investigation and must meet eligibility requirements for access to classified information. This position requires an Active Secret Security Clearance.

Compensation:
While skills, education, and experience are key factors, they are not the sole determinants of salary. Other determining factors include but are not limited to location, contract budgets and requirements, and government labor category guidelines. The estimated salary range for this position is $21.56 per hour based on labor category on the contract. Potential for higher salary depending on qualifications on contract. KAIROS also provides a comprehensive benefits package as additional employee compensation.

KAIROS, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, national origin, or any other characteristic protected by federal, state, or local laws.

KAIROS offers our employees a comprehensive benefits package consisting of:

• Medical Coverage
• Employer Paid Dental, Vision, Basic Life/AD&D, Short-Term/Long-Term Insurance
• Health Savings Account with Contribution by Employer
• 401K Plan with Employer Matching
• Annual Discretionary Bonuses
• Paid Time Off
• Eleven (11) Paid Holidays
• Certification reimbursement program
• Tuition Reimbursement Program
• Paid Parental Leave
• Employee Assistance Program (EAP)
• Rewards and recognition programs
• Community outreach events through our KAIROS Kares group

To learn more about our organization be sure to check out our website, https://www.kairosinc.net/