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Title

Administrative Assistant 

Clearance Type  
Relocation eligible  
Req Number ADM-18-00003  
Open Date 7/20/2018  
City  
State  
Country  
Full-Time/Part-Time Full-Time  
Shift Days  
Exempt/Non-Exempt Non-Exempt  
Description

About the Department:

The Fire & Emergency Services Branch provides the NASA Ames Research Center with all risk fire protection, fire prevention, aircraft rescue, and emergency medical & emergency preparedness services. As the point of coordination for all on-Center emergency responders, the Protective Services Office is responsible for developing and maintaining an effective, on-Center capability to mitigate all-risk emergencies in accordance with the Center's Emergency Preparedness Procedures and Guidelines.

To meet its responsibilities, the Fire & Emergency Services Branch oversees the Center's Fire Prevention Office, Fire Department, and Emergency Operations Center (EOC).

The Fire Prevention Office and the Fire Department are specifically overseen by the NASA Ames Fire Marshal - the Center's "Authority Having Jurisdiction" (AHJ) for fire protection and fire/life-safety issues. The Fire Marshal coordinates the fire/life-safety code enforcement aspects of the job with the Center's Occupational Safety, Health & Medical Services Branch, Facilities Engineering Branch, and Plant Engineering Branch.

The Emergency Services Manager specifically oversees the day-to-day operations of the EOC, and ensures that both it and the personnel assigned to it are trained and prepared to effectively manage on-Center emergencies.

Also, in preparation for a major emergency or disaster, the Disaster Assistance and Rescue Team (DART) was formed. DART is an all hazard Federal emergency response and recovery team and is the focal point for the NASA Ames Research Center Emergency Services program. DART has an elaborate training and technology test-bed facility that is available to members of the emergency services community.

EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

Overview:

The Administrative Assistant will be assigned to the NASA Ames Research Center Fire Department contract property under the direct supervision of the Fire Chief and will effectively support the Ames Protective Services Fire Administration Office. The employee will perform the essential functions below and other duties when needed.

Duties/Responsibilities: Administrative

  1. Type correspondence, reports, memoranda, minutes and similar documents from original notes, drafts or other data including dictation and compose routine transmittals or responses from discussions or independently from knowledge of circumstances and standards as directed.

  2. Ensure that correspondence complies with established standards for grammar, punctuation, terminology, spelling and format.

  3. Receive, open, sort and distribute mail.

  4. Answer, screen and direct telephone calls and take and relay messages.

  5. Maintain calendars for assigned personnel, arrange and schedule tentative interviews, meetings and appointments, obtain confirmation and follow up with other parties.Make meeting arrangements including locations, materials, and equipment.Make travel arrangements, issue and track expense reimbursement documentation as directed.

  6. Attend meetings and take, transcribe and distribute minutes as required.

  7. Organize and maintain computerized and manual files, records, schedules, inventories, libraries and data bases, back up and purge systems as required and annotate files and retrieve data in report form as required.

  8. Monitor the progress of departmental commitments and suspense items and report on past due projects as directed.

  9. Maintain database and track usage of all employees Sick Leave and Vacation.

  10. Perform any range of departmental custodian activities including responsibility for tracking, scheduling and maintaining related records for keys, vehicles, files, records, training, physical examinations, certifications and other general administrative matters.

  11. Attend and participate in a variety of meetings and Sub-groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specific level of knowledge pertaining to new developments, requirements and policies.

  12. Perform or assist with any departmental operations, under direction, to maintain administrative workflow.

  13. Interface with procurement and vendor representatives to procure or replenish inventory as needed.Maintain accurate records of all transfers and purchases.

  14. Monitor subcontract for Fire Services personnel uniform procurement.Issue and track uniform items.

  15. Research available sources for Fire Service equipment; evaluate information and make recommendations to management relative to procurement.

  16. Responsible for the processing/scheduling of domestic travel, travel authorizations, expense vouchers, requests for checks and other relevant interface with company financial personnel.

  17. Schedule and track the mandatory physicals for all Fire Services personnel.Maintain a database of expiration dates to include the last date of physical.

  18. Collect all of Fire Services original timesheets weekly, Input all employees payroll in to the Time Entry System, Note corrections to time sheets, Complete proper documentation for pay discrepancies and status changes, check time sheets for proper signatures, maintain files for all pay periods.

  19. Provide clarification when possible and act as point of contact for all Human Resource policy issues.

  20. Maintain work area in a clean and orderly condition.Ensure safe operating conditions within area of responsibility.Perform other related duties as assigned.

  21. Perform duties as Accountability Officer and Scribe at emergency scenes as required.

 
Position Requirements

Qualifications:

  • Requires a high school education with knowledge of general office routines, with additional training in computer use.

  • Requires a working knowledge of computers, keyboarding, word processing, spreadsheet and database systems.

  • Requires the ability to communicate verbally and in writing.

  • Requires one (1) year experience in related discipline. Equivalent education/experience is applicable.

  • Must be able to pass a NASA Ames Research Center background check.

Recruitment Process:

Open Date: July 20th , 2018
Close Date: August 3rd, 2018
Application Review: Review of Applications on or before August 6th, 2018
Fire Chief Interviews: August 6th – 10th
Full-Time/Part-Time: Full-Time
Shift: Minimum 40hrs per week
Location: NASA Ames Fire Department at Moffett Field, CA 94035
Salary: $34.49
Benefits:

  • Health Care Plan

  • 401(k)

  • Vacation (80 hrs. annually)

  • Sick leave (40 hrs. annually)

  • 11 paid Holidays

Submit a Cover Letter & Resume with copies of required qualifications.

 
EOE Statement Fiore Industries, Inc. is an Equal Opportunity Employer that is committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, or any other status protected by the laws or regulations in the locations where we operate. Applicants requiring reasonable accommodations for any part of the application/hiring process may request a reasonable accommodation by contacting Fiore Industries, Inc. Corporate Human Resources at (505) 255-9797.  

This position is currently not accepting applications.

To search for an open position, please go to http://FioreIndustries.appone.com



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