• Admin Support Specialist II

    Job Location US-MD-Aberdeen Proving Ground
    ID
    2019-4680
    Category
    Administrative/Clerical
    Division
    Katmai Health Services
    Type
    Regular Full-Time
    FLSA Status
    a non-Exempt
  • Overview

    Serves as the liaison for IM/IT purchases within the APHCs Information Management Division (IMD), assisting IMD and other APHC employees, with the acquisition process.  Provides general administration and coordination of assigned projects, to includes VTC and teleconference scheduling and mobile device support.

    Responsibilities

    • Provides reminders and updates to all IM/IT acquisition stakeholders to ensure adherence to acquisition guidelines.
    • Adapts to changing guidelines and makes recommendations to meet these challenges.
    • Forecasts/plans the IM/IT acquisition budget IAW known deadlines and communicates any challenges to IM/IT leaders.
    • Works closely with the APHC contract team and/or vendors to ensure procured products and services are received in a timely manner.
    • Serves in an administrative capacity to assist in management and inventory of government issued equipment for the contract team (e.g., laptops, monitors) and for deployment and management of APHC mobile devices.
    • Utilize a shared mailbox to receive inquiries from users who wish to purchase IT-related hardware or software (non-manpower acquisitions). Tasks include, but are not limited to, preparation of paperwork, such as DA 3953 purchasing forms, performing market research by submitting cost estimate requests from the Army’s Computer Hardware, Enterprise Software, and Solutions (CHESS) Program, utilizing the CHESS RFQ online tool, submitting requests for Network Enterprise Center (NEC) approval, using the Global Service Center (GSC) to track the purchase as it is routed for review within the appropriate areas of APHC IMD, such as the CyberSecurity Office and Information Systems Branch (ISB), for IT compliance, and maintaining/updating a Microsoft SharePoint site for the storage and quick reference for all IT-related purchases.  
    • Work with IMD staff for internal purchases required by IMD staff, performing the same duties as above. All market research inquiries involve the solicitation of cost estimates from outside companies in accordance with CHESS guidelines, not the individual’s employer/company for this contract.
    • Track period of performance (POP) for ongoing and new contracts/service agreements for IMD IT equipment by utilizing and maintaining a SharePoint database and gathering supporting documentation to facilitate timely contract renewals.
    • Post all IT-related purchase request packages to the IMD IT Purchasing SharePoint site for internal review by IMD Branches. Upon final IMD approval, upload all PR paperwork to the appropriate SharePoint sites (GPC purchase or Contract Purchasing) within 2 business hours of IMD approval.
    • Initiate market research within 16 business hours of receipt of the purchase request.  This includes submitting cost estimate requests via the CHESS RFQ online tool, requests for NEC approval, ITAS Waiver (if applicable) and tracking the PR as it is routed within the appropriate areas of IMD.
    • Provide IMD government management with a listing of all hardware and software periods of performance to prevent any lapses in service and initiate/track the corresponding purchases throughout the FY monthly.
    • Respond to requests made to the mailboxes within 30 minutes and inform requestors of any changes in advance of the scheduled meeting.
    • Other duties as assigned.

    Qualifications

    Minimum Qualifications:

    • Security clearance required up to top secret.
    • It is preferred to have 2 years of acquisition experience, with knowledge of DOD/DHA/MEDCOM acquisition procedures and requirements, along with moderate budget planning experience.
    • Excellent verbal and written communication skills are required.

    Special Skills:

    • Advanced MS Office skills.
    • Must have strong organizational and planning skills, as well as communication skills to function across a wide range of roles within the procurement community.
    • Expertise to support all VTC and teleconference activities for the VTC rooms in use at APHC. This support includes scheduling with users and remote sites, coordinating large VTCs with various commands (ex. DCS-Public Health), maintaining schedules, and resolving conflicts for all VTC rooms.  
    • Ability to provide planning, technical setup, and testing for scheduled events, as well installation, configuration, software upgrades, and coordination of certification by the DHA Video Network Center.  
    • Skill to support scheduling, setup, and user training for Defense Collaboration Services (DCS).
    • Ability to utilize the DHA scheduling system to request VTC and teleconference meetings, providing all meeting information to requestors who submit requests via the DHA GSC, as well as impromptu meetings required by executive leadership. This also includes the technical setup of each VTC meeting 30 minutes prior to the start time.
    • Capable of maintaining the schedules of all conference rooms by monitoring shared conference room mailboxes.
    • Knowledge to support a wide variety of secure and non-secure mobile devices including over 1,000+ notebooks, —25 tablets, —150 cellular devices, CAC readers, mobile broadband, and other mobile devices. This support includes firmware and software upgrades, remote support, and solving connection issues.  
    • Experience with providing services to analyze and determine requirements, place orders, manage, coordinate trouble calls, inventory, report, review invoices, recommend resolutions on invoice disputes with the service provider (vendor or Government agency), recommend adjustments on the amount approved for payment, review reports for correctness, and make recommendations on potential disputes with service provider when errors are noted for telephone, satellite, cellular devices, and teleconference services provided to APHC.

    Supervisory

    None.

    Physical Demands

    Position consists of sitting for long periods of time, using hands/fingers, handling, reaching with hands and arms, speaking or translating.  Periods of walking, standing, bending, kneeling, stooping, crouching, and lifting equipment weighing up to 30 pounds.  Moderate to extended periods of office work with heavy periods of computer usage. May be assigned occasional to moderate periods of analytical tasks requiring extensive reasoning abilities. It is Katmai’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

    Work Environment

    Work is performed primarily indoors at a well-lit office or server room environment. The environment is normally air conditioned, but conditions may change dependent upon circumstances.  Work may need to be performed in a fast-paced environment requiring quick thinking and rapid judgements.  Employee will be exposed to a wide variety of clients in differing functions, personalities and abilities.

    Work Schedule

    Full time with occasional travel between IT support facilities. Admin Support Specialist II shall be available and required to work additional hours as deemed necessary for adequate deliverable care of services.

    Compliance

    To be considered for this position, all applicants must apply on the company website,  http://www.katmaicorp.com/careers.

    We are a VEVRAA Federal Contractor

    We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, or any other characteristic protected by law.

     

    Preference will be given to Ouzinkie Shareholders, Spouses of Shareholders, and Descendants of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003 - 2(i).

     

    Executive Order 11246, as amended, protects applicants and employees from discrimination based on inquiring about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

     

    Posters:

    Equal Employment Opportunity is the Law Poster: http://media.wix.com/ugd/4c36fa_e850f00b1b84447786ccd17214867984.pdf

    EEO Supplement Poster : http://media.wix.com/ugd/4c36fa_585f835735374d089a44ff899c84ccfb.pdf

    Pay Transparency Poster: http://media.wix.com/ugd/4c36fa_6f7d4fb6d8ce457a87d9f38f9cfe580f.pdf

    Right to Work Poster: http://media.wix.com/ugd/4c36fa_84cb215622bf49b0ae03418b081847ad.pdf

    Right to Work Poster (Spanish): http://media.wix.com/ugd/4c36fa_cedd5daf5c5f433a8ac24f0e4829b91c.pdf

    E-Verify Poster: http://media.wix.com/ugd/4c36fa_cf68148e2b2d4e9abcadd71c6cfd1364.pdf

    E-Verify Poster (Spanish): http://media.wix.com/ugd/4c36fa_a404b42bb4ff4cb5ba848ab1524fc761.pdf

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