Library Administrative Assistant

• Provide administrative support to the Program Manager, project staff, and Government stakeholders to ensure efficient contract operations.
• Assist with budget tracking, financial reconciliations, purchase documentation, and preparation of monthly, quarterly, semiannual, and annual financial reports supporting multiple Government customer organizations.
• Prepare, review, and distribute monthly contract status reports, project metrics, meeting minutes, correspondence, and other contractual deliverables.
• Coordinate invoice preparation and support submission through Government electronic invoicing systems.
• Maintain project files, financial records, correspondence, and administrative documentation in accordance with Government and company records management policies.
• Coordinate meetings, schedules, travel arrangements, customer communications, and logistics for project personnel.
• Assist with procurement documentation, vendor communications, purchase requests, subscription tracking, and administrative processing for library acquisitions.
• Monitor office supplies, Government-furnished property inventories, and administrative resources to support uninterrupted operations.
• Maintain spreadsheets, databases, dashboards, and tracking systems using Microsoft Office applications to support project management and financial oversight.
• Support contract transition activities, onboarding of new personnel, quality management documentation, and other special projects as assigned.
• Maintain confidentiality of Government information while ensuring compliance with applicable security, privacy, and contract requirements.

• Must be a US citizen.
• Proficient in English.
• A High School diploma or a GED and at least 3-5 years’ experience providing administrative support.
• Proficiency with office production software.
• Knowledge of Adobe Acrobat and creation and manipulation of .pdf documents.
• Administrative and book-keeping experience, particularly financial book-keeping.
• Maintain diplomatic and professional relations with coworkers and others.
• Willingness to gain knowledge of information technology and financial/reporting tools.

Demonstrates strong administrative support capabilities, including budget tracking, financial reconciliation, and contract management. Proficient in Microsoft Office applications and Adobe Acrobat for effective documentation and reporting.

• Budget Tracking
• Financial Reconciliation
• Contract Management
• Microsoft Office Proficiency
• Administrative Support

• Financial Book-Keeping
• Office Production Software
• Document Creation and Manipulation
• Spreadsheet Management
• Database Management

• Diplomatic Relations
• Professional Communication

• Records Management
• Government Contract Compliance
• Procurement Documentation
• Project Management
• Confidentiality

• Adobe Acrobat
• Government Electronic Invoicing Systems