Business Support Specialist

Goldbelt Apex, LLC is an Alaska Native 8(a) firm that specializes in medical logistics, equipment modernization, maintenance, business analysis and innovative technologies to accelerate the delivery of health care across the military, federal, and civilian landscapes. Goldbelt Apex, LLC is headquartered in Juneau, Alaska with offices in Herndon, Virginia.

Summary:

Goldbelt Apex is seeking a Business Support Specialist to support our client at the CDC at the Office on Smoking and Health.

Essential Job Functions:

• Manage the DGHP Director and Deputy Director calendar.
• Monitor the calendar to receive and act upon meeting requests and other appointments.
• Print next business day's calendar at the end of each work day and place DGHP Director's desk.
• Identify meeting/scheduling conflicts and work with DGHP Director to resolve.
• Schedule/arrange meetings including securing meeting space and A/V requirements.
• Use Outlook Scheduling Assistant to identify days/times for meeting participants and to send invites.
• Creates meetings agendas and brief packages.
• Produce meetings notes
• Receive, print, prepare various requests/documents for DGHP Director to review, sign, etc., and route accordingly.
• Documents may include Leave Request Forms, 1350 MACCS order forms, Training Request Forms, etc.
• Obtain all citizen status information required by the CDC NCAMS system for DGHP/OD-sponsored visitors (U.S. citizens and non-citizens) and assure Physical Access to CDC Facilities policy is followed.
• For U.S. citizen visitors, obtain and submit necessary pre-clearance information to CDC security.
• For non-U.S. citizen visitors, obtain and submit information to CDC DGHP NCAMS POC for entry and processing. Escort visitors to get CDC badges and to travel within Roybal Campus and Century Center to conduct their business.
• Pick up, sort, and deliver hard copy mail from the DGHP mailstop to DGHP staff.
• Package and mail inter-office, postal, and other delivery/courier service (e.g., FedEx, UPS) correspondence/documents for DGHP staff.
• Serve as Integrated Conference Attendance Portal (iCAP) POC for DGHP/OD staff.
• Review travel requests to determine whether iCAP approval is required or not. If so, obtain all pertaining travelers information related to the type of travel, location and justification from travelers and input attendance requests as necessary in iCAP.
• Track to assure acceptance/approval in advance of the scheduled departure date.
• Maintain stock of office supplies.
• Solicit needs from DGHP/OD and Branch staff.
• Prepare and submit orders for supplies, equipment, and training materials (e.g., textbooks, journals, online courses, recertification exams, etc.).
• Prepare and submit pre-approval for Purchase Card forms and any required supplementary documentation to DGHP MACCS Cardholder for purchase. Support shipping of supplies and equipment.
• Review training request information forms submitted via CDC Vendor Supplied Training System (VSTS) for accuracy prior to Training Coordinator approval.
• Be assigned to maintain at least one DGHP floor copier, printer, and scanner (daily: Assure is in working order, keep loaded with paper and toner, and request service technician when needed).
• Support DGHP Property Custodian to track, inventory, excess, maintain, replace DGHP/OD and Branch staff IT and office equipment.
• Assist the DGHP iSYS POC in reviewing all new mobile devices request and assure DGHP/OD staff have necessary communication equipment and software (cellular devices, smart-phones, desk phones, Skype accessories).
• Assist the property custodian in submission of new staff property request and to assure DGHP/OD and Branch staff have necessary and functional computer equipment and software.
• Assist the human resources staff completing initial staff documentation related to in/out processing of personnel and turn-key services for DGHP staff.
• Work with DGHP/OD and Branch management and others to arrange appropriate office space accommodations, including information and communication technology equipment, CDC directory listing/updates, door signage, etc., for DGHP/OD and Branch staff.
• Submit building/office maintenance repair, installation, etc., requests.
• Follow up to assure that all maintenance request has been completed by the CDC Facilities Team as specify on initial submitted request.
• Secure reservations, flights, rental cars, etc., and enter domestic and international travel orders in CDC's CONCUR travel system.
• Monitor travel orders and work with Omega Travel Office, DGHP travel staff, including the Global Travel Office as necessary, to assure approval within 24 hours after submission or earlier if possible.
• Prepare and submit travel vouchers and assure they're processed in a not later than one week after submission.
• Assist staff with other travel documents required such as Actual Expense Memos, Hardship Pay requests, Letters of Invitation for both invitational and sponsored travel, and submit approval.
• Serve as one of the floor monitors to help keep staff safe and accounted for during emergencies.
• Support Branch time and attendance needs in the TASNet System including organizing and storing leave forms, sending reminders to staff, monitoring amendments, and serving as a quality control check between time requested and time entered in the system.

Necessary Skills and Knowledge:

• Strong analytical and organizational skills
• Excellent project management experience required
• Must be tech savvy, strong computer skills
• Strong written and verbal communication skills
• Creative, innovative, and strategic thinking skills
• Strong organizational, administrative, record keeping & time management skills

Minimum Qualification:

• Minimum of 5 years related experience required
• Experience tracking time and attendance
• Experience in-processing/onboarding employees
• Experience supporting high level executives in Federal Agency

Preferred Qualifications:

• Bachelor's Degree
• Previous CDC experience
• Experience using CONCUR and TASNet

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.