The Administrative Specialist provides professional administrative support in the day-to-day operations of the office and assists the Division Chiefs, Branch Chiefs, and/or Operations
Coordinators with a variety of administrative tasks. Hybrid - 4 days in the office.
Professional Qualifications/Skills:
Must be a US citizen and possess a current SECRET clearance;
- Associates degree or three years of increasingly responsible administrative experience may be substituted for education;
- Must be organized and have excellent oral and written communication skills;
- Ability to handle multiple tasks simultaneously;
- Knowledge of office policies, practices and procedures;
- Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint);
- Experience working with databases is a plus;
- Ability to work independently.
Major Duties:
Maintain the Division Chief’s schedule;
Track deadlines and assigned, division taskers;
Prepare and/or edit organizational charts, memos, reports, and other general office documents and material as required;
As assigned, attend meetings, and capture and distribute minutes;
Arrange official travel and assist in the preparation of travel vouchers for the Division Chief and other direct hire, division staff (FS, GS, and PSC);
Draft cables utilizing templates and the Government's cabling system (SMART);
Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;
Receive visitors;
Screen and facilitate telephone inquiries;
Order office supplies and equipment;
Coordinate building and office equipment support requirements;
Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed;
Oversee time and attendance records for direct hire government employees using WebTATEL software; assist other Administrative Assistants with back-up coverage;
Manage and maintain the division’s filing system and databases, working to incorporate digital records as permitted;
Responsible for receipt and distribution of office mail and preparation of interoffice and external mail to include US domestic/foreign mail FedEx, UPS, etc.;
Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, scanners, etc.);
Oversee in- and out-processing procedures for the division’s new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation
for computer access and IDs, and access control programming;
Coordinate with the ATA Executive Administrative Assistant for building and facilities maintenance requests;
Maintain working group notes and assist chairs with scheduling;
Coordinate the weekly activity report (WAR);
Generate documentation and submit registration for ATA staff training;
Other administrative duties as directed by the Division Chief;
Serves as back-up for the ATA Executive and Division-level Administrative Assistants.
Track and monitor flow of all documents from inception to distribution of final copies;
Job Type: Full-time
Pay: $80,000.00 - $90,000.00 per year
Experience:
- Microsoft Office: 5 years (Required)
Ability to Commute:
- Dunn Loring, VA (Required)
Ability to Relocate:
- Dunn Loring, VA: Relocate before starting work (Required)
Work Location: In person