Administrative Assistant on Government Contracts

Government contracts are not unlike private sector organizations in that there are generally a lot of administrative details that need to be handled. This is where the Administrative Assistant comes in.

Administrative Assistants are needed on government contracts for various reasons. They play a crucial role in ensuring that the contract work is carried out efficiently, effectively, and in compliance with applicable laws and regulations. Some of the reasons why administrative assistants are important on government contracts include:

Organizational support: Administrative Assistants provide vital support in organizing and managing tasks, schedules, and resources. They ensure that project timelines are met, meetings are scheduled, and essential documentation is maintained.
Communication facilitation: They act as a liaison between various stakeholders, including government officials, contractors, and subcontractors. They facilitate communication, ensuring that everyone is well-informed and up-to-date on project progress.
Document management: Government contracts often require extensive documentation, such as proposals, reports, and compliance forms. Administrative Assistants help manage these documents, ensuring that they are prepared, organized, filed, and submitted on time.
Regulatory compliance: Administrative Assistants help ensure that the contracted work adheres to relevant government regulations and guidelines. They may be involved in monitoring compliance, tracking changes in regulations, and updating processes accordingly.
Financial management: They may assist in the management of budgets, tracking expenses, and processing invoices. This ensures that the project remains within the allocated budget and financial reporting requirements are met.
Time management: Administrative Assistants help prioritize tasks and manage deadlines, ensuring that work is completed on time and that all milestones are met.
Human resources support: They may assist in hiring, onboarding, and training new staff, as well as managing timesheets, leave requests, and other personnel matters.
Quality control: Administrative Assistants can help maintain quality standards by implementing and monitoring quality control procedures, ensuring that the work delivered meets the requirements of the contract.
Problem-solving and conflict resolution: They are often involved in identifying and resolving issues that arise during the course of the contract, helping to maintain a smooth workflow and a harmonious working environment.
Continuity and efficiency: By providing consistent administrative support, they contribute to the overall efficiency and success of the project, ensuring that the government’s objectives are met.

Overall, Administrative Assistants are an essential part of the team working on government contracts, contributing to the smooth and successful execution of the contracted work.

What does an Administrative Assistant do on Government Projects?

The Administrative Assistant on Government Contracts is responsible for assisting with various project-related tasks. These duties include creating and maintaining contract files, entering data, preparing correspondence, facilitating meetings and otherwise help the program be successful. The Administrative Assistant on Government Contracts must communicate effectively with various people, including government officials, contractors, and other employees.

This position generally requires at least a high school diploma or equivalent, although some employers may prefer candidates with an Associate’s degree or higher. The Administrative Assistant on Government Contracts must have excellent customer service skills, strong computer skills, and be detail-oriented.

Administrative Assistant Job Description

The job description of an Acquisition/Procurement Specialist on a government contract is:

Provide administrative support specifically dedicated to the requirements of the project team. May be responsible for operating office productivity software, such as MS Office (Word, Excel, Outlook), etc. to produce finished documents; supporting drafting/proofreading of documents; providing production support (e.g., copying, collating, binding, etc.); routine administrative support to a project (e.g., operate telephones, greet visitors, management correspondence, etc.); schedules appointments, travel arrangements, and meeting arrangements; and coordinates activities between program management, customer, and outside parties. Provide administrative support and assistance to multiple complex projects and leadership for lower-level employees.

Job Requirements for an Administrative Assistant:

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Requires 5-6 years of relevant experience, plus some specialized training
It may be necessary to obtain and keep a U.S. security clearance at the appropriate level (requires U.S. Citizenship)
Proficient with Microsoft Outlook, Word, Teams, and PowerPoint, as well as other common productivity and collaboration software such as Slack, Confluence, and Jira
Excellent written and verbal communication skills

EDUCATIONAL BACKGROUND AND EXPERIENCE:

High School Diploma or GED

WORKPLACE / PHYSICAL REQUIREMENTS:

Office environment primarily: desk, phone/headset, keyboard/mouse/writing, and one-on-one interaction with department personnel.
Sitting and using computer/telephone/copier equipment regularly, walking and reaching, active listening and thinking.
Ability to think analytically, generate accurate analysis, and use good judgment to carry out assigned responsibilities accurately and effectively.
Occasional overtime may be required.

What does a typical job posting look like for an Acquisition/Procurement Specialist?

Here is what a typical job listing might look like:

“The Administrative Assistant usually reports to the Program Manager. They are responsible for providing administrative support to the project team. This may include operating office productivity software, like MS Office (Word, Excel, Outlook), to generate finished documents; supporting the drafting and proofreading of documents; providing production support (e.g., copying, collating, binding); routine administrative support to the project. They are responsible for general clerical and office duties including but not limited to answering phones, filing, copying, data entry, and supporting the team with administrative tasks. The Administrative Assistant will be required to interface with customers, vendors, and employees on a daily basis. They must have excellent communication skills (written and verbal),

ESSENTIAL JOB FUNCTIONS:

Performs a variety of activities in support of functional areas such as finance, purchasing, or human resources or for a specific project/business/technical unit
Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail
Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures
Gathers, compiles and reports on information relevant to supervisor’s assignment
Gathers, collects, records, tracks and verifies data and information from multiple sources
Compiles, reviews and analyzes data
Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations
Provides data and information to others on functional unit processes and procedures
May be assigned leadership responsibility over less experienced Administrative Assistants and Clerks

What is the salary range for an Administrative Assistant working on a Government Contract?

As of August 29, 2022, the average Administrative Assistant salary in the United States is about $37,000.

The typical salary range for Administrative Assistants working on government contracts can range from $46,800 to $113,700, depending on where they are in their career.