Administrative Assistant III

This position is contingent upon the successful award of a contract currently under bid.

About the role

The Administrative Assistant Level III provides advanced administrative support for project operations by maintaining financial and operational records, verifying reports for accuracy and completeness, compiling information, and assisting with complaint resolution. This role applies thorough knowledge of office procedures to process complex transactions, determine appropriate methods, and complete assignments in support of project requirements.

Responsibilities

• Provide office automation expertise to create records, compile reports, gather and process data, schedule, coordinate, and track various data sets and office functions correlating to medical equipment maintenance, shipping, and receiving.
• Receive, store, record, and issue repair parts; perform quality control, property management, and repair parts management.
• Conduct turn-in and inventory counts.
• Prepare travel authorization letters.
• Enter, open, close, and update work order information into automated systems.
• Perform warehousing and inventory management with Government at all depot locations.
• Provide office administration support and prepare general office correspondence.
• Assist in data collection and reporting for incoming, stored, and outgoing medical equipment.
• Process work orders in client’s automated systems.
• Schedule and coordinate workload with the Production Controller.
• Coordinate and interface with shipping and receiving for equipment inventories and turn-in of medical equipment, including all necessary documentation and updating Army automated systems.
• Track tasks, events, and issues, including personnel status.
• Track repair parts inventory and maintain supporting documentation.
• Support repair parts accountability and inventory control processes.
• Maintain accurate property records.
• Support property accountability requirements and proper handling of assigned property.
• Perform quality control reviews to ensure accuracy, completeness, and compliance with applicable procedures.
• Verify documentation and operational records meet established standards and requirements.

Requirements

• High School Diploma or GED required.
• Minimum three (3) years of progressively responsible administrative, clerical, logistics, warehouse, maintenance support, or records management experience.
• Possesses all the qualifications of Maintenance Administrative Assistant Level II, with the ability to lead subordinates.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Proficiency in use of internet-based applications and web research tools.
• Must be able to obtain and maintain a NACI Clearance and CACard.
• Possess the ability to pass NCIC investigation and scored credit check per federal and contractual requirements.
• Must possess a current forklift operator license.
• Ability to work cross-functionally (internally and/or externally).
• Experience working with Government Entity, with the Department of the Army and Department of Defense preferred.
• Working knowledge of Defense Medical Logistics Standard Support (DMLSS), Theater Enterprise-Wide Logistics System (TEWLS), or similar government logistics systems preferred.
• Willingness and ability to travel 0-15% based on client needs.

Skills

• Advanced administrative support
• Financial and operational record-keeping
• Data compilation and reporting
• Office automation and procedure application
• Warehouse and inventory management
• Quality control and compliance verification
• Property and repair parts management
• Cross-functional collaboration

Pay

$28.76/hour + $5.09 H&W (Health and Welfare) hourly benefit.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed mainly in a warehouse or distribution center. The area may be noisy, dusty, or involve exposure to fumes from forklifts or other equipment. Temperature can vary — some warehouses are climate-controlled, others may be hot in summer and cold in winter.

Physical Demands

• Regularly lift, carry, push, or pull items weighing 25–50 lbs (sometimes up to 75 lbs with assistance).
• Prolonged standing and walking throughout the shift (often 8–12 hours).
• Frequent bending, kneeling, squatting, and reaching to pick up or place materials.
• May involve using ladders, step stools, or order pickers to access shelves.
• Repeated motion of scanning, sorting, or packaging of materials.

Benefits

• 401K Employer Matching
• PTO - Vacation eligibility under this federal contract is governed by the Service Contract Act and becomes available once the required continuous service period is met.
• 11 Paid Federal Holidays
• Sick leave
• Health Insurance
• Dental Insurance
• Vision Insurance
• Employer-paid Life Insurance
• Employer-paid AD&D Insurance
• Employee-paid voluntary benefits
• Employee development resources