Administrative Assistant

Schedule:

This position is mission critical and essential to the ongoing operations and requires a flexible schedule to support a 24/7/365-day operation.

Service, Support, Success are the pillars upon which MVM’s founders built the company, and they continue to serve as MVM’s core values. Along with our uncompromising insistence on integrity and ethical business practices, these values make us the service provider of choice for our customers and the employer of choice for our dedicated team members.

Working at MVM, Inc. takes a certain kind of person; we want someone who identifies with our values and is willing to challenge themselves both personally and professionally. We seek employees who are passionate about serving and making a difference in the lives of others.

If you can envision joining a team where you will have the opportunity to provide mission driven results; then we are looking for you!

The Administrative Assistant is responsible for the day-to-day administrative functions such as answering and screening calls, calendar management, travel arrangements, ordering office supplies and other general administrative duties. The role provides administrative assistance to managers, field and support staff and visitors as well as manage day-to-day office responsibilities to ensure efficient operation of the office. This position is responsible for confidential and time sensitive material.

• Answer calls, address questions and/or concerns, and provide knowledgeable responses to general telephone inquiries in a courteous and professional manner.
• Assist in the review and verification of employee timesheets to ensure hours are accurately entered into the timekeeping system and submitted by the deadline; follow-up with employees if timesheets are not submitted or if corrections are needed.
• Review and submit expense reports for Field Specialists.
• Collect, review, and submit hotel folios to appropriate parties.
• Review and code expense receipts on a weekly basis.
• Reconcile and submit monthly credit card expense reports to appropriate stakeholders.
• Maintain current training and certification requirements in accordance with state and contract requirements.
• Monitor employee contract-required credentials (i.e., training certificates, security reminders, etc.), communicate overdue requirements, and send monthly email reminders to staff.
• Review daily administrative reports for non-compliant items and coordinates with appropriate stakeholders for distribution and follow-up.
• Receive, sort, and distribute mail and packages, as needed.
• Review and submit vendor invoices to the corporate office for payment, if needed.
• Set up appointments for government  issuance, if needed.
• Issue company employee  and/or visitor badges as needed.
• Manage and order office supplies as requested, in coordination with the Logistics Department.
• Maintain professional and ethical standards as required by MVM's policies and procedures.
• Comply with company and contract policies and protocols.
• Support Field Specialists with duties performed during field visits.
• Assist Program Manager and Deputy Program Manager, as needed.
• Performs other duties as assigned.

• Possess an associate degree in an appropriate discipline from an accredited university (a high school diploma and two (2) or more years of relevant experience may be substituted for an associate degree).
• Have at least two (2) years of experience working with computers (a minimum of four years of experience is required when a high school diploma with two or more years of relevant experience is substituted for an associate degree).
• Demonstrate experience applicable to the…