Administrative Assistant

Clearance Level -Must be able to obtain an Active Secret clearance, interim clearance is sufficient for start. Must be US Citizen

Work Location-The position requires 3 days onsite/wk with the remaining time remote. There needs to be flexibility to be onsite more for team coverage. Must live within 100 miles of Lexington, MA to be considered.

At Aquila Technology, you will see our team’s passion every day, whether we are building a robust, policy-compliant IT system or stress-testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

About the Role:

Aquila Technology is seeking a Administrative Assistant to support one of the nation’s premier defense research organizations.

Must Have – 3 years of Experience

• Administrative support experience
• Data entry experience
• Experience generating reports and analyzing data
• Experience with data entry of HR transactions into a HCM/ERP system
• Program/Project Management OR Analysis
• Experience with process maps/workflows to improve efficiencies
• Strong customer service skills and communication
• Strong Verbal and Written Communication
• Time Management
• Adobe software (Acrobat, InDesign)
• MS Suite (Excel, ppt)
• Ticketing Systems

Nice to Have

• Degree Level: Bachelor’s Degree
• SAP HCM experience (Human Capital Management)
• ServiceNow

Responsibilities:

• Provide administrative and customer service support to the HR Information Services (HRIS) team and the Org Workforce Service Center.
• Perform data entry and maintenance in SAP HR system components, supporting key processes such as onboarding, time management, payroll, personnel and benefits administration, organizational management, relocation, and offboarding.
• Provide first tier application support for HRIS self-service web applications
• Assist with basic data reporting/charting and data quality management, including ad hoc and routine data audits in support of HRIS and WSC processes.
• Participate in business systems and process analysis, creation and execution of test scripts related to system enhancements, and maintenance of system and process documentation.
• Assist Laboratory personnel over the telephone, via e-mail, and remote/in-person with the aforementioned areas.
• On a daily basis may interaction with Org Division, Department, Group, and Org Campus representatives as questions and issues as they arise.
• Perform complex employment transactions in SAP while applying associated business process and system integration logic.
• Review and understand Org HR policies in order to answer questions associated with employment

Required skills:

• Must have excellent customer service and interpersonal skills and be able to perform tasks independently in an active and fast-paced office.
• Must possess initiative, ability to multitask and a high level of attention to detail.
• Must possess a strong sense of responsibility, professionalism, and work cooperatively in a team environment.
• Must possess strong and professional written communication skills.
• Candidates must use discretion, tact and good judgment managing sensitive personnel information.
• High School diploma is the minimum level of education.
• Three (3) years minimum relevant experience.
• Strong data entry experience
• Experience spotting data errors and troubleshooting data entry errors
• Experience with HR transactions in a HCM system – salaries, personnel actions, effective date entries, timekeeping, etc
• Experience with working in HR and dealing with data entry actions that contain sensitive information.
• Experience with a ticketing system for assignment of work tasks and closeout of work tasks

Preferred Skills:

• Experience with SAP HCM
• Familiarity with ServiceNow (HR Service Delivery)
• Currently enrolled in an HR Degree program.

Benefits and Perks:
Aquila team members experience the opportunity to be part of a fast-paced, customer-focused, and technically innovative work environment. Aquila strives to deliver the best of the best in technical services to our customers. Candidates that possess a love for technical challenges, a desire to constantly learn, and the desire to establish themselves as critical players within a team will enjoy calling Aquila Technology home.

Our Perks Include:

PTO – 15 days (vacation/sick) 10 paid holidays – 6 standard (New Year’s, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas) – 4 floating holidays prorated based on your day of hire:

• 1.5 paid days, or 12 hours, for approved volunteer work
• 1 week of paid maternity/paternity LOA after 1 year of Full-time employment

Tuition & Training Reimbursement- 5K annually for pre-approved, Eligible full-time team members who have completed a minimum ofsix (6) months of employment may apply for tuition reimbursement for approved, job-related courses taken through an accredited college or university. Team members must achieve a grade of “B” or better to qualify for reimbursement.Aquila will reimburse up to $5,000 per fiscal year for tuition expenses only. Expenses related to training programs, certifications, books, materials, meals, transportation, or other non-tuition costs are not eligible under the Tuition Reimbursement Program. All tuition reimbursement requests must be submitted to and approved by the team member’s Manager prior to course registration. Reimbursement will be issued upon successful course completion and submission of final grades and proof of payment.

401K with Principal – Eligible to participate day 1 of employment. Company match on employee contributions:

• Eligibility on date of hire
• Employer Match- 100% of first 3% and 50% of next 2%
• Vesting- 100%
• Contribution limit- $24,500
• Catch-up contribution limit- $8,000
• Catch-up contribution limit for ages 60-63 in calendar year- $11,250
• Catchup contributions must be directed to Roth bucket if earned over $150

Cell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses. Aquila Technology will reimburse team members who work from home ONLY for cell phone/mobile device fees for work-related communications and/or operations each month. Employees eligible for this benefit must work remote 2 days a week or more to qualify.

Buy Your Own Device (BYOD) – Team members are eligible for reimbursement of up to $1,500 every three (3) years for the purchase of electronic equipment used to access corporate services. To qualify for this benefit, employees must have completed a minimum of six (6) months of employment and must agree to and sign the Device Minimum Configuration Form prior to reimbursement. Electronic devices eligible under the Buy Your Own Device (BYOD) program are limited to cell phones, laptops, and tablets.


Clearance Level: Interim clearance is sufficient for start
Work Location: The position requires 3 days onsite/wk with the remaining time remote. There needs to be flexibility to be onsite more for team coverage.
Interview Process: will consist of an initial zoom screen and then a second round Zoom panel interview.

We are an Equal Opportunity Employer