Overview
Administrative Assistant Jobs in California, MD at KAIROS Inc
Full Job Description
KAIROS, Inc is searching for an energetic, experienced, and highly motivated Administrative Assistant, to join our team.
Established in July 2013, KAIROS, Inc. is a growing Woman Owned Small Business (WOSB) providing full life cycle Cybersecurity, Program Management, Systems Engineering, and Training and Education services focused on optimizing customers’ program performance and mission through proven methodologies and ethical practices. Our headquarters is in California, MD near Naval Air Station Patuxent River. We offer competitive salaries and benefits with outstanding growth potential.
This position will provide support across multiple functional areas within the Contracts, Human Resources, Finance, and other capabilities at KAIROS. The Administrative Assistant will maintain the front desk of the KAIROS headquarters office and be the first point of contact for all visitors, guests, clients, and employees at the office. This work involves performing clerical duties with a high degree of initiative and skill in support of corporate staff and handling important and sensitive matters with discretion. Incumbent is expected to initiate own daily assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.
Primary Duties:
Maintaining front desk operations during company core hours (7:30 am to 4:30 pm – 1 hour lunch)
Welcomes and directs visitors and clients
Handles sensitive and confidential information professionally and in confidence.
Assist employees with Deltek Costpoint for time collection
Review employee timecards at the end of every pay period
Ensure employees timecards are in compliance with contract hours requirements according to the hours dashboard
Process timesheet corrections for employees
Assist Contracts Department to ensure compliance with contractual requirements, including Contracts Data Reports (CDRs), Invoices, Government Property Reports, and other deliverables
Assist in invoice preparation and submission
Assist with CDRLs/financials for a complete and accurate submission
Assist employees with any contract expense report related questions
When needed assist employees with making travel arrangements ensuring arrangements follow the KAIROS travel policy and JTR regulations
Maintain charge authorization letters for all employees. Ensure that employees are informed in a timely manner of all charge authorization changes. Ensure new hires are issued a charge authorization letter within 24 hours of start date.
Maintain KAIROS conference room calendars and cleanliness.
Anticipate manager and employee needs, provides the appropriate materials and brings together the appropriate people and other resources in addressing issues.
Performs clerical functions such as, but not limited to, preparing correspondence; receiving guests; supporting other office staff and coordinates meetings when needed.
Work with the Contracts Department on Contractual matters
Support other operations departments with special projects and other assignments, as needed
Skills and Qualifications:
Strong customer relations, analytical, and documentation skills.
Self-starter, highly motivated, strong work ethic with a commitment to quality.
Microsoft office suite proficiency. To include Excel, Outlook and Word.
Understanding the importance of prioritizing tasks, based on importance and due date.
…
Title: Administrative Assistant
Company: KAIROS Inc
Location: California, MD
Category:
