Administrative Support - NE

Job Duties/Scope Of Work

The Administrative Support position is responsible for providing critical operational and administrative support to HMIS service functions. This role plays an integral part in facilitating service delivery and operational excellence through proactive coordination, accurate record‑keeping, and effective communication with HMIS and other Hanford Contractors (OHCs). The Administrative Support professional actively supports the scope associated with Buyer Technical Representatives (BTR) and ensures compliance and efficiency within assigned duties.

Additionally, the role provides direct support to the CI shred contract, which includes responsibilities related to shred bin facility support and escorting as required.

This position assists in managing Customer Service Requests (KSRs) through the Service Catalog system for both HMIS and other Hanford contractors, ensuring all services are executed efficiently and accurately. The Administrative Support professional provides input for updates to Information Management Services affecting the HMIS Overtime Approval Worksheet and the Service Catalog system and maintains master documentation for Overtime Justification Sheets to support compliance and audit processes.

The Administrative Support role also supports mandatory shred bin checks, including maintaining confidentiality of contents, conducting audits, coordinating shred bin deliveries and relocations, and addressing service requests related to bins in order to prevent facility damage and uphold safety standards. Responsibilities include recording data such as bin counts and paper weights at specified intervals, entering operational data into the Integrated Data Management System (IDMS) and other shared systems, as well as maintaining multiple email accounts and ensuring timely communications.

Additionally, the position supports the Sunflower inventory campaign as a property representative, ensuring inventory accuracy while managing multiple charge codes; oversees monthly procurement of materials and office supplies; updates Haz Mat lists for the Traffic Management group; and submits requests for excess and nationalization items. The Administrative Support professional is expected to effectively coordinate activities between various organizations to ensure departmental objectives are communicated and met, while upholding standards of safety, confidentiality, and document control across all assigned functions.

• Provide operational and administrative support to the HMIS Buyer Technical Representatives (BTR).
• Support the CI shred contract, including shred bin facility assistance and escorting as needed.
• Process Customer Service Requests (KSRs) through the Service Catalog system for HMIS and other Hanford contractors.
• Provide input to Information Management Services for updates to the HMIS Overtime Approval Worksheet and the Service Catalog system.
• Control, update, and maintain the Overtime Justification Sheet Master document for compliance and audit readiness.
• Support mandatory shred bin checks, coordinate shred bin deliveries and relocations, and maintain confidentiality of bin contents.
• Record daily, weekly, monthly, quarterly, and yearly bin counts and paper weights for operational tracking.
• Enter operational data (such as volume sheets, PIN files, and shipping records) into the Integrated Data Management System (IDMS) and file documents according to Record Identification (RID) standards.
• Maintain and manage multiple email accounts to support timely communication and proper electronic record‑keeping.
• Support the Sunflower inventory campaign as a property representative, ensuring accurate inventory counts and handling multiple charge codes.
• Manage monthly ordering and inventory of materials and office supplies, and update Haz Mat lists for the Traffic Management group as required.
• Submit and track requests for excess and nationalization items for asset management purposes.
• Coordinate activities among various organizations to support departmental goals and objectives.
• Assist in requested procedure reviews and participate in internal assessments to support operational…