ADMINISTRATIVE ASSISTANT - LEVEL 2 (27640)

LTSi; Bethesda (MD); On-site; USD 50,000 - 51,000; Full time

Job summary

Administrative Assistant - Level 2 at Walter Reed National Military Medical Center in Bethesda, MD, provides data collection, calculation, interpretation and presentation, and supports office tasks such as word processing, email, and briefing materials.

The role involves timekeeping, travel support, records management, and coordination of meetings within the Department of Behavioral Health. Work hours are 0645–1700, Monday through Friday, with federal holidays and facility closures observed.

Qualifications

• Experience with administrative and clerical support duties.
• Proficient in creating and editing documents, presentations, and spreadsheets.
• Familiarity with timekeeping, records maintenance, and office coordination.
• Ability to communicate effectively with staff and external stakeholders.

Responsibilities

• Perform a broad range of administrative duties including personnel management, reporting, and file control.
• Answer phones, greet visitors, and provide front-desk backup as needed.
• Arrange meetings, prepare briefing materials, and maintain suspense items.
• Manage time and attendance, travel arrangements, and related supporting tasks.
• Prepare and process reports, correspondence, and administrative documentation.

Skills

Data entry

Office automation

Presentation

Word processing

Spreadsheet creation

Education

High School

Tools

PowerPoint

Excel

Word

DTS

DMHRSi

GENESIS

DEERS

Job description

Job Details

Job Location: Walter Reed National Military Medical Center, MD - Bethesda, MD 20889

Position Type: Full Time

Education Level: High School

Salary Range: $36.00 - $37.00 Hourly

Travel Percentage: None

Job Shift: Day

Job Category: Admin - Clerical

Position Title: ADMINISTRATIVE ASSISTANT - LEVEL 2

DEPARTMENT OF BEHAVIORAL HEALTH

WALTER REED NATIONAL MILITARY MEDICAL CENTER

JOB TITLE

Administrative, Assistant Level 2

GOVERNMENT AGENCY & LOCATION

Walter Reed National Military Medical Center

Department of Behavioral Health

Bethesda, Maryland

POSITION TIMING

Immediate hire upon completion of all background and security investigations.

SUMMARY

Serves as program assistant performing data collection, computation, interpretation, and presentation. Provides office assistance by performing various clerical and administrative duties such as developing presentations, performing office automation duties such as word processing, email correspondence, managing suspense, creating briefing charts, and development/tabulation of spreadsheets. Duty hours are between the hours of 0645-1700 for Day Shift, with a one (1) 30-minute lunch period, Monday thru Friday except Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The work is primarily sedentary. However, there may be some physical demands. Requirements include prolonged walking, standing, sitting or bending, and preparation of conference rooms for meetings.

• Perform variety of administrative and support type duties in such areas as personnel management, technical reporting, timekeeping, security, travel, training, procurement, and files management. Assist personnel on all of the above, as well as other related administrative functions. Uses judgement to adapt established precedents and guidance to specific issues/situations based upon factual circumstances, considering regulatory constraints and established procedures. Assist with assigned special projects/programs.
• Receive telephone calls and visitors in the assigned work area. Ascertain the nature of the call and direct to the appropriate personnel. When necessary. Provide backup coverage for clinic/service front desk when necessary.
• Resolve routine matters and on the basis of knowledge of program activities, procedures, and requirements, direct other inquiries to appropriate personnel.
• Initiate calls for information pertaining to administration, and office management matters referring to senior administrative staff only those determined to be of sufficient importance to warrant his/her awareness or approval.
• Arrange for meetings or conferences including selecting mutually satisfactory time, reserving meeting facilities, notifying participants of time and place.
• Assemble supplemental or background materials for conferences and meetings. Maintain knowledge of pending conferences, appointments, briefings, telephone calls, and remind senior administrative staff of such commitments.
• Arrange required appointments for appropriate personnel, as needed. Make appointments based upon personal judgment, specific instructions from such personnel, or subject to their confirmation.
• Time and Attendance: Input timecards into the automated system. Collect and review reports for accuracy, return to staff for correction if needed, and assure that all time and attendance reports submitted in a timely manner. Maintain time and attendance records for backup documents and assist office personnel in resolving leave problems associated with time and attendance reporting. Prepare overtime authorizations to support overtime requirements. Compile reports of employee sick leave usage and distribute to respective office supervisors.
• Travel: Perform travel-related administrative duties. Utilize the Defense Travel System (DTS) to make travel arrangements for the personnel in the assigned work area and submit their travel vouchers. Responsible for processing and maintaining records relating to government travel charge card related to travel. Occasionally coordinate travel orders for appropriate personnel; work closely with the senior administrative staff and confirm travel funds availability with resource management to ensure funds are available to cover cost of travel; deliver airplane tickets to appropriate individual(s); make arrangements for government usage; and coordinate all airplane, hotel, and rental car reservations, as required.
• Records Management Oversight: Serve as the main point of contact in the assigned work area for publications, forms management, and records management duties. Set up new publications accounts, maintain existing accounts, advise and answer questions regarding the ordering system. Establish and maintain administrative and functional files, reference publications, and suspense files utilizing the current governing guidance. Obtain documents and background information for senior administrative staff from the files, personnel, etc. Ensure files are maintained properly and provide technical assistance to other administrative personnel in the assigned work area. Ensure timely follow-up on upcoming suspense dates for the assigned work area. Prepare recurring and special reports utilizing data from files, records, consolidated feeder reports, and personal inquiries to obtain required information. Ensure that routing and control of classified documents are handled in compliance with administrative controls and procedures.
• Correspondence: Receive and control incoming correspondence, publications, and regulations. Screen items to be handled personally, such as those pertaining to routine administrative matters, and forward the remainder to various staff members according to subject matter and suspense control. Keep senior administrative staff informed of status of projects related to correspondence. Compose responses to inquiries on administrative matters, office procedures, and non-technical aspects of office programs. Advise action officers on procedural requirements, appropriateness of data, required coordination, grammar, spelling, and format.
• Budget: Perform fiscal analysis of funds and report findings to the senior administrator for use in program planning, evaluation, and fiscal management. Gather, analyze, and prepare program data from various sources. Monitor and track obligations and expenditures of funds. With input from personnel in the assigned department, prepare monthly update of the projections of mission services. Provide support in preparing cost estimates for each delivery order. Use spreadsheets to track funding. Verify the validity of vouchers, bills, invoices, and other financial documents before payment is made.
• Procurement: Update the work area’s supply source catalogues. Initiate, prepare and complete purchase orders in coordination with the work area, for direct support medical, education, conventional office equipment, supplies and materials. Review requests to determine if descriptive information is correct and that funds are available. Obtain invoices in order to complete procurement actions. Operate small office supply and forms storeroom, reorder supplies to maintain predetermined stock levels, and issue materials to authorized personnel.
• Quality Assurance: Prepare for and participate in numerous surveys and inspections including Triennial Joint Commission (JC) Survey, command inspections, state/local government inspections, Occupational Safety and Health Administration (OSHA), Fire Department and Safety Office inspections. Establish internal programs and controls to assure compliance with appropriate JC or other regulatory requirements and follow up to ensure corrective action is taken in those areas found to be deficient.
• Personnel Management: Advise personnel on procedure for preparing and processing a wide variety of personnel actions, e.g., performance appraisals, awards, training requests, etc. Maintain a follow-up suspense system to stay abreast of status or completion of actions. Submit complete package to initiate recruitment process accurately/completely with required documentation to department administrator.
• Data Management: Responsible for management of the departmental database. Maintain input on assigned area’s clinical services, allowing an ongoing review of physician practices, patterns, and correlation of disease process. Provide accurate analysis, statistical ability, and review of patients’ records. Provide analysis of data to physician to use in decision-making process of critically ill patients. Responsible for timely submission of forms appropriate to the assigned work area.
• Office Automation Duties: Use office automation to accomplish clerical, statistical, and data entry tasks in support the administrative work of the assigned work area. Produce varied administrative reports, technical papers, correspondence or written documents which may require modifying existing or devising new methods to integrate data from different types of software into a single document. Produce a variety of recurring reports, charts, slides, and statistical data utilizing various types of software including word processing; data base applications for office management, file management and control; electronic mail; communications; spreadsheets and calendars. Use automated system to create and delete files, search files and records, store or extract material from a variety of software packages to include word processing software. Transmit large amounts of information, and generate cumulative, statistical, tabular, narrative, and graphic reports. Edit documents for grammatical correctness, clarity of thought, and proper format. Refer to dictionaries, style manuals and established correspondence policies of the organization. Attend conferences and meetings to take minutes and prepare minutes in final form.
• Plan, organize and direct practices and administrative procedures to ensure consistency and compliance with accepted policies and guidance. Develop and implement new systems or administrative processes and use considerable judgment in correcting inefficiencies. Ensure that periodic and routine workload reports are compiled and submitted in a timely and accurate manner.

UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES

• Defense Medical Human Resources System-internet (DMHRSi)
• Automated Time Attendance and Production System (ATAAPS)
• GENESIS
• Defense Enrollment Eligibility Reporting System (DEERS)
• Defense Travel System (DTS)

EXPERIENCE

Four years’ experience performing administrative assistant/executive assistant duties.

EDUCATION

High school diploma or two years of college and able to demonstrate their expertise through a combination of education and experience.

QUALIFICATIONS

• Computer Literacy (Microsoft Office, Internet) is essential. Advanced knowledge in the use of Power Point, Excel, and Word software, capable of editing, developing, and reformatting complex formats (graphics, tables within text, revise and update spreadsheets, etc.).
• Demonstrated outstanding professional competence and exceptional organization ability.
• Possess well-developed human relations skills. Skilled ability in teamwork and oral communication required.
• Knowledge of hospital structure, clinical missions and programs to perform a wide variety of administrative and clerical support functions such as providing program coordination between the directorate offices, tracking staff actions, summarizing information from files and documents and resolving a wide range of problems.
• Thorough knowledge of the regulations, procedures and processes governing administrative management functions and the organization’s structure and functions.
• Broad knowledge of budget and other financial management regulations, practices, procedures and policies related to the specific financial management functions.
• Fully capable collecting, compiling, editing, analyzing, and presenting data.
• Fully capable in development and editing of lengthy, complicated reports that may require multiple software formats.
• Possess strong grammar, spelling, punctuation, and formatting skills required to produce a variety of memorandum, emails, and other written documents. Ability to compose correspondence from draft to final version, both electronic and hard copy.
• Possess knowledge of filing systems to establish and maintain office files.
• Possess knowledge of the various office functions and services required for coordinating, initiating, and responding to actions, tasking, and suspense’s.
• Possess knowledge of the capabilities, operating characteristics, and advanced functions of a variety of office automation software such as databases, spreadsheets, and word-processing to produce a wide range of technical documents, reports and correspondence requiring complex formats.
• Shall be able to read, write, speak and understand English.
• Must be a U.S Citizen.

BENEFITS

• Competitive salary based on experience and technical qualifications
• Health, Dental, and Vision insurance
• 401(k) Retirement Plan
• Vacation
• Sick Leave
• Disability & Life Insurance
• 11 Paid Federal Holidays including:

• New Year’s Day
• Martin Luther King, Jr. Day
• Presidents Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

EEO STATEMENT

Laredo Technical Services, Inc. (LTSi) is an Equal Opportunity/Affirmative Action Employer. We make employment decisions based on merit and qualifications, ensuring equal opportunity for all applicants and employees. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law.

LTSi is committed to ensuring an accessible online application process for all individuals, including those with disabilities. We offer alternative application methods for candidates who are unable to complete the online application due to a disability or other need for accommodation. LTSi complies with the Americans with Disabilities Act (ADA), Section 503 of the Rehabilitation Act of 1973, the Vietnam-Era Veterans’ Readjustment Assistance Act of 1974, and other relevant state and local laws.