Administrative Assistant

A federal client of Insight Global is looking for an Administrative Assistant to join their team. This team is responsible for supporting a federal stockpile that houses emergency response equipment. This person is expected to perform clerical and administrative duties such as: arranging travel. reviewing reports, coordinate schedules, Answer triage phone calls, processing vouchers, order office supplies, etc. They are looking for someone who has strong communication skills and is comfortable in a federal environment.



1. Perform clerical and administrative duties for the logistics branch.

2. Arrange travel and accommodations for the branch/team members using the ASPR's travel system.

1. Prepare travel orders, memos, travel vouchers, and support documentation for approval and disbursement of funds with minimal errors and in the timeframe established by the branch.

1. Travel documents shall be processed within 72 hours of receipt.

2. Review all reports generated by the ASPR's travel department and make corrections to travel orders/vouchers as needed.

3. Follow special processing procedures for conference attendance.

4. Maintain travel files according to ASPR guidelines.

5. Track travel trips and expenses:

1. Input travel data to the division travel worksheet that provides travel information and tracking for branch and division monitoring.

2. Input travel expense data to division system of record.

3. Monitor branch/team conference rooms and resolve conflicts in the conference room schedules.

1. Schedule meetings as directed by branch members.

2. Assist in the setup of all hands meetings as requested.

3. Schedule interviews as requested by branch members.

4. Answer and triage phone calls to the branch/team. Telephone inquiries shall be answered tactfully, pleasantly, and intelligently based on a substantive knowledge of program operations, personnel, and policies, and referred to the appropriate team members, as necessary. Incoming faxes and emails are handled in the same manner.

5. Serve as the primary mail clerk for the branch/team and is responsible for ensuring mail is sorted and distributed properly.

6. Maintain office supplies and assist in purchasing actions to support branch activities. Including:

1. Inventory office supplies and prepare purchasing request forms for the replacement of spent supplies and new items as needed. Agency purchasing guidelines for the purchase of supplies shall be followed. Approvals are obtained on purchase requests as required. Supplies shall be sorted and stored upon receipt.

1. Purchase Request Form (1350) shall be used, or purchase request shall be entered in online purchase request system Managing Accounting Credit Card System (MACCS) 1350.

7. Process requests for purchases, telecommunications service, and training requests. Including:

1. Prepare purchase request forms and verify training request forms received from employees. Purchase Request Form (1350) shall be used, or purchase request shall be entered in online purchase request system MACCS 1350.

2. Record all expenditures in the branch spend plan tracker.

3. Input purchase expense data into the division system of record.

4. Maintain records of purchases according to ASPR guidelines.

8. Review outgoing correspondence for proper attachments, signatures, clearances, and conformance to division procedures.

9. Follow branch procedures and coordinate with division staff to in-process new employees and out-process departing employees.

10. Monitor branch equipment, requesting service and ordering supplies for printers, fax machines, copiers, etc., as required.

* #1 Must Have High School Diploma with 3 years of experience as an Administrative Assistant

* Government Concur experience.

* Experience arranging travel accommodations.

* Experience with travel arrangements and processing vouchers

* CDC badge IS HUGE -- recent experience at CDC is ideal.

* INCEP experience -- that is a system government uses to order supplies and book conferences.

* Federal Government experience

Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.