MAXIMUS

  • Office Manager

    Job Locations US-MD-Suitland
    Posted Date 2 weeks ago(7/6/2018 12:17 PM)
    Requisition ID
    2018-32777
    # of Openings
    1
    Job Schedule
    Regular Full-Time
  • Responsibilities

    MAXIMUS is a leading operator of government health and human services programs and has partnered with state, federal and local governments to provide critical, high quality health and human service programs to a diverse array of communities. Operating under MAXIMUS’s founding mission of Helping Government Serve the People® since 1975, MAXIMUS Federal Services is entirely focused on helping government agencies run programs cost-effectively and serve program constituents with improved outcomes. By being a responsible steward for government programs, we help the federal government deliver on its promises through our people, process and technology. Our focus is always on outcomes and results that connect citizens more effectively with government services.
    The National Oceanic & Atmospheric Administration’s (NOAA’s) Office of Satellite and Product Operations (OSPO) maintains two primary constellations of environmental satellites: polar orbiting and geostationary satellites. Polar orbiting Operational Environmental Satellites (POES) missions contain sensors that generally support longer range weather forecasting and climate research. POES spacecraft are in a low-earth orbit which enables the collection of data from remote ocean areas, never more than six hours old, which fill forecast model gaps in data gathered by conventional methods. Geostationary Operational Environmental Satellite (GOES) mission provide imagery and soundings in support of short-range warning and “nowcasting”. GOES spacecraft view of the earth provides for constant monitoring of the atmospheric triggers that forecast such severe weather conditions as tornadoes, flash floods, hurricanes, and hailstorms. OSPO ingests, processes and distributes environmental data and information received for the POES and GOES satellites to OPSO’s customers.

    The Maximus Satellite Missions Operation and Maintenance Support (SMOMS) contract provides support to OSPO in achieving their mission to manage and direct the operations of NOAA’s GOES and POES satellites; operationally command, control and track NOAA and partnership satellites; ingest, process and distribute satellite products; ensure that security, availability, reliability, timeliness and quality requirements are met; and to operate and maintain additional satellites as required to support the overall NOAA mission to understand and predict changes in climate, weather and coasts

    The Program/Project Admin for the SMOMS Contract provides overall executive administrative support for the project.

    Job Duties/Responsibilities:

    Forms Processing
    • Update and maintain the SMOMS Forms Processing Google.doc to document processing of forms including firewall rules forms, Form 102s (System Description Documents), and others
    • Circulate forms for signature, including Form 102s and firewall rules forms, and actively follow up to ensure timely processing
    • Archive signed forms in appropriate file folders

    Meeting Support
    Provide meeting support including, but not limited to:
    • Book meetings on Google calendar on behalf of the Program Manager and other staff as needed
    • Provide read-ahead materials in a timely manner to relevant stakeholders
    • Capture meeting minutes and action items for meetings as assigned, including relevant level of detail required for meeting. In some cases, meetings require transcriptions produced from sound recordings; in other cases minutes are high-level topical bulleted lists
    • Distribute meeting minutes and action items to relevant stakeholders in a timely manner
    • Update action item database
    • Maintain repository of meeting minutes and other artifacts on relevant folder on the (shared) G Drive

    Human Resources Support
    Track and maintain role-based training of SMOMS contractors. Provide input to the SMOMS Training Plan and PM_02 Weekly Status Report to keep staff’s role- based training current. Execute processes and procedures described in the SMOMS On-Boarding and Employee Separation SOP to ensure the on-boarding and employee separation tasks are completed accurately and in a timely manner. These tasks include but are not limited to:
    • Update and maintain the SMOMS Forms Processing Google.doc to document onboarding and separation process
    • Distribute and circulate forms used to establish and separate contractors’ email, phones, LAN, software, etc.
    • Work closely with Program Manager, PMO Manager, Quality Assurance Manager, and Government personnel to communicate staff arrival and departures
    • Act as liaison with Government Inventory Specialist to ensure new hires are provided hardware in a timely manner and alert Specialist when hardware is to be removed and stored in inventory
    • Assist SMOMS contractors with expediting their forms through the government administrator to secure Common

    Access Card (CAC)
    • Collaborate with Contract Control Manager for submission of monthly report on status of CAC processing
    • Assemble, update, and provide Welcome Aboard packages to new hires
    • Develop and update cubicle signage for NSOF SMOMS contractors. Maintain and update the cubicle assignment list for new hires housed at the NSOF

    General Administrative
    • Maintain office supply inventory and order additional supplies as needed
    • Update and maintain the, phone log and COOP phone list housed on the clients’ G drive
    • Update HR contact database based upon most current staff matrix information
    • Assist Program Manager and PMO Manager with other administrative tasks on an as-needed basis

    Other
    • Recommend iterative changes to the position as needed to increase efficiency and effectiveness
    • Effectively manage changing work schedules and assignments, which may include administrative duties not otherwise included in the job description

    Responsibilities:
    • Bachelor's Degree from an accredited college or university is required; equivalent experience will be considered in lieu of degree
    • At least five (5) years of office management experience is required
    • Extremely well-organized self-starter / strong finisher
    • Excellent communication skills
    • Strong Microsoft Office skills
    • Knowledge of Visio and PowerPoint preferred

    Physical Requirements:
    • Ability to sit for up to 80% of time
    • Ability to reach for or file documents up to 10% of time
    • Work is performed in a fast-paced Information Technology environment
    • Work is performed in an office environment with a low to moderate noise level

    Per contract requirements, employees must:
    • United States Citizenship
    • Public trust, eligibility suitability for employment required

    The Ideal Candidate will Possess the Following Additional Education and Experience

    • High School Diploma with 4+ years of experience, or Associates degree with 2+ years experience.
    • May have additional training or education in area of specialization.
    • Works on assignments that are moderately difficult, requiring judgement in resolving issues.
    • Understands implications or work and makes recommendations for solutions.
    • Communicates on complex or sensitive issues or draft such responses for supervisor or team lead.

    EEO Statement

    EEO Statement: Active military service members, their spouses, and veteran candidates often embody the core competencies MAXIMUS deems essential, and bring a resiliency and dependability that greatly enhances our workforce. We recognize your unique skills and experiences, and want to provide you with a career path that allows you to continue making a difference for our country. We’re proud of our connections to organizations dedicated to serving veterans and their families. If you are transitioning from military to civilian life, have prior service, are a retired veteran or a member of the National Guard or Reserves, or a spouse of an active military service member, we have challenging and rewarding career opportunities available for you. A committed and diverse workforce is our most important resource. MAXIMUS is an Affirmative Action/Equal Opportunity Employer. MAXIMUS provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disabled status.

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