Administrative Assistant - Herndon, VA

POSITION SUMMARY

Provides administrative support to the Global Security Services Operations group. Duties include processing invoices, communicating with vendors, designing and maintaining spreadsheets, creating summary documents and providing training. Strong attention to detail and excellent communication skills are essential.

RESPONSIBILITIES

• Costpoint Requisitioner and OnBase Requestor.
• Costpoint Requisitioning and Receiving Subject Matter Expert. Trains field personnel as needed.
• Codes medical, drug screen, physical and other vendor invoices.
• Orders uniform items, distributes to employees and maintains inventory.

• Coordinates on-time processing of vendor invoices, communicating with Directors, field personnel, AP, Procurement, Project Control, Subcontracts and other back-office departments regularly.
• Troubleshoots vendor invoices.
• Maintains direct relationships with vendors, working to obtain optimal service and efficiency.

• Fields questions from vendors, back-office, contract and Ops field personnel or connects them with the appropriate contacts as appropriate.
• Tracks data, analyzes, produces reports and communicates results in an accurate and timely manner.

• Maintains multiple Excel trackers.

• Documents procedures.
• Produces summary reports.
• Facilitates and tracks progress of employee award, sign-on and retention bonuses.

• Communicates quarterly Compliance Training status.
• Coordinates distribution of monthly Leave Balance reports to Contract Managers.

• Other duties as assigned.

QUALIFICATIONS

• High School diploma.

• Minimum four years of administrative experience in a high-paced environment.

• Self-motivated, organized and consistently exhibits strong attention to detail.

• Excellent writing skills.

• Ability to multitask and prioritize.

• Ability to work independently and as part of a team.

• Willingness to research, discover and learn independently.

• Ability to foster and maintain cooperative working relationships.

• Willingness to learn new applications, become a Subject Matter Expert, create procedural documentation and provide training to others.

• Must maintain sensitive information in confidentiality.

• Intermediate Microsoft Excel, Word and PowerPoint skills.

• Experience with Costpoint, OnBase, Sharepoint and Cognos are a plus.

BENEFITS

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.

• Medical, Vision & Dental Insurance
• Paid Time-Off Program & Company Paid Holidays
• 401(k) Retirement Plan
• Insurance: Basic Life & Supplemental Life
• Health & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Personal Development & Learning Opportunities
• On-the-job Training, Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach

WORKING CONDITIONS

Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday standard core hours, however some extended or weekend hours may be required.