Administrative Specialist
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;
If you do not find interest in this opportunity but know of someone who may, we kindly ask that you refer the individual to RWD Consulting, LLC by forwarding this job posting.
Established in 2004, RWD Consulting, LLC (RWD) provides tomorrow's solutions today.
We achieve mission-critical results for federal, public and private sectors through our core competencies: Data Management & Analytics, Information Technology, Logistics & Supply Chain Management, Facility Operations & Management, and Project Management, Administrative & Technical Support.
Our services enhance our clients' capabilities and allow them to focus on their mission and goals.
RWD Consulting, LLC is an Equal Opportunity Employer.