Administrative Assistant IV in Stennis Space Center, Mississippi at Innovative Consulting & Management Services, LLC

Innovative Consulting & Management Services (ICMS) is a Professional & Technical Management Consulting firm with over 20 years of consulting experience. We offer technical professional services to Federal and State Governments, and Commercial clients.

ICMS is a Small Business and Certified HUBZone employer. We deliver value to our clients by combining deep industry knowledge with strong functional capabilities. Our focus is to manage cost-effective programs while at the same time mitigating risk and improving results. Our success is about teamwork, a coordinated effort from all disciplines, from clients to consultants and most important, it’s about delivering on our commitments.

ICMS is seeking an experienced Administrative Assistant IV in Stennis, MS. The Administrative Assistant IV will provide administrative support to ensure efficient operation of office. Answers phone calls, schedules meetings and supports visitors. Carries out administrative duties such as filing, typing, copying, binding, scanning and other duties as assigned. Exhibits polite and professional communication via phone, e-mail, and mail. Including the following;

• Maintain confidentiality in all aspects of staff and agency information.
• Provide overall administrative office support, including but not limited to clerical duties, answering phones, greeting visitors, monitoring email, maintaining calendars and acting as a resource for administrative procedures.
• Populate, as directed, and review forms and documents for accuracy, completeness, and quality, and raise content concerns to appropriate managers and subject matter experts as appropriate.
• Assist with time and attendance recordkeeping.
• Collaborate with other administrative assistants across the organization and participate in efforts to coordinate administrative functions.
• Coordinate logistics in the preparation and hosting of large group meetings, workshops, conference, and events. This includes, but is not limited to registration, meeting room set-up, materials preparation, and related exigencies.
• Participate in administrative projects.
• Assist with maintaining Federal personnel files, and in-processing and out processing of staff (Federal and affiliate).
• Assist with site safety inspections and reporting.
• Assist with shipping and receiving.
• Assist with coordinating facility maintenance.
• Maintain tracking logs for deliveries, visitors, and distribution of room keys.
• Coordinate office space assignments for new/current staff.
• Assist with obtaining new phone numbers or switching numbers.
• Coordinate ordering of office supplies and maintaining office supply inventory.
• Suggest improvements for administrative practices.
• Monitor e-mail for key issues, actions, follow-ups, milestones, meetings & events.
• Provide input to prioritize activities for senior staff.
• Helps with security badge initiation and renewals.
• Initiate purchase requests and document review requests using the appropriate DOC, NOAA, NESDIS or NCEI online system. Track the requests to completion.
• Support leadership activities by tracking management-identified issues and compiling documents for review and signature.
• Prioritize, per federal direction, incoming and outgoing communications (i.e., electronic mail and general correspondence), and calendar appointments and events for senior management staff.
• Initiate, assign, track, and respond to administrative actions originating from both
• internal and external stakeholders, and maintain all supporting documentation for future access.
• Support reviews of program functions.
• Support the analysis of business procedures

• Prefer 4-year college degree
• 3 years’ experience
• Working knowledge of MS Office; Excel, PowerPoint, word, google docs.
• Excellent written and verbal communications skills.
• Prior experience with a travel agency or travel experience would be a plus.

Benefits:

• Health & Welfare Benefits
• Medical, Dental & Vision Insurance 100% covered for employee
• Life and Accidental AD&D Insurance
• 401K Retirement plan with 3% automatic contribution
• Generous sick and vacation leave

ICMS is an Equal Opportunity Employer: Qualified applicants are considered for employment without regard to race, color, religion, age, sex, national origin, disability or veteran status, genetics, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.