Administrative Operations Specialist

Job Description

Job Description

CONTRACT INFORMATIONAgency: NOAA National Marine Fisheries Service (NMFS), Office of the Assistant Administrator (OAA)Place of Performance: Silver Spring, MD (1315 East-West Highway, 20910); telework as authorizedPeriod of Performance: 07/22/2026 – 07/21/2027 (Base); up to 4 years with options POSITION OVERVIEWThe Administrative Operations Specialist provides comprehensive administrative operations support to the OAA Front Office and other OAA offices. The Specialist prepares, tracks, and coordinates administrative actions including travel, time and attendance, meeting logistics, correspondence, calendar management, and office management. The Specialist does not approve travel, certify time and attendance, obligate funds, or make official procurement decisions. KEY RESPONSIBILITIESTravel Coordination:Prepare travel authorizations, vouchers, reimbursement support documents, and related travel packages in the Federal travel system per Federal Travel Regulations and NOAA/NMFS proceduresCoordinate travel logistics for OAA Federal staff and invited travelers including itinerary coordination, documentation, and voucher supportMaintain travel trackers, flag missing approvals or documentation, and provide status updates to travelers and Government officialsSupport conference and group travel package preparation and routing when requestedTime and Attendance Support:Provide administrative support for time and attendance tracking using the approved Government timekeeping systemMaintain pay period calendars, send reminders, review timesheets for completeness or obvious errors, and notify employees and approving officials of outstanding actionsPrepare timekeeping status reports for Government review; Government officials retain all certification and approval authorityOffice Management, Meeting, and Correspondence Support:Coordinate facilities requests, training request packages, IT helpdesk tickets, space and equipment needs, and purchase request packages as directed by the CORMonitor shared mailboxes, maintain calendars and contact lists, schedule meetings and appointments, and manage meeting logistics for executive leadership and OAA staffPrepare agendas, meeting notes, action item trackers, meeting preparatory materials, and follow-up remindersCoordinate hybrid and virtual meeting support using Google Meet, WebEx, or other Government-approved toolsPrepare and edit correspondence, memoranda, manuals, informational materials, forms, newsletters, reports, spreadsheets, and presentation materialsMaintain budget tracking and expense reconciliation support documentation for Government review REQUIRED QUALIFICATIONSExperience providing executive-level administrative support including calendar management, meeting logistics (hybrid/virtual), correspondence and memoranda preparation, and presentation materialsExperience with Federal travel systems - preparation of travel authorizations, vouchers, and reimbursement support documents per Federal Travel RegulationsExperience with Government timekeeping systems for time and attendance administrative supportFacilities/training/IT helpdesk coordination; purchase request package support; budget tracking and expense reconciliation supportQualifications commensurate with an associate degree or equivalent and approximately 8 years of relevant administrative experience for senior support rolesStrong written and oral communication skillsProficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Workspace (Gmail, Drive, Docs, Sheets, Slides, Meet), Adobe Acrobat, and SmartSheetAbility to learn NOAA/DOC systems and procedures quicklyMust be capable of obtaining and maintaining a suitability/public trust determination (Tier 1 or successor) and all required system access approvalsMust identify as a contractor in all written, electronic, and verbal communications per contract requirements