Administrative Specialist I

Ardent Eagle Solutions•Gaithersburg, MD

7d•Onsite

About The Position

The objective is to provide administrative support services to the Office of Financial Management Systems. This role involves general office support, visitor management, mail handling, facility issue reporting, assistance with property surplus and presentation materials, typing, filing, and general office upkeep.

Requirements

1 to 4 years of knowledge of personnel computers, including Windows operating environment
Knowledge of Microsoft applications, e.g. Word, Excel, PowerPoint
Knowledge of spelling, grammar, punctuation, and capitalization
Skills as a typist who can type 45 words per minute with a 95% accuracy rate
Proficient with the Department of Commerce’s Commerce Learning Center (CLC) Cornerstone on Demand product

Responsibilities

Answers door and admits visitors in according to office procedures.
Greets visitors and notifies appropriate staff of their arrival.
Prepares visitor badges; records name, time of visit, and the reason for visit.
Escorts visitors throughout facility as needed.
Prepares outgoing mail (US Postal, Federal Express, United Parcel Service, and courier).
Signs for mail delivered by couriers.
Sorts and distributes mail, deliveries, and messages (phone and fax).
Contacts building management regarding facility maintenance issues; notifies government staff of reported facility issues.
Assists with the property surplus process.
Assists with or prepares presentation and meeting materials.
Types memoranda, correspondence, reports, and other documents.
Files correspondence, memoranda, and other documents.
Notifies appropriate staff of controlled correspondence, faxes, and important messages.
Ensures there is a supply of sign-in/sign-out sheets at the front desk.
Files sign-in sheets in appropriate binders daily.
Arranges conference calls.
Answers the telephone, provides information to callers, and routes calls to appropriate individuals.
Places outgoing calls.
Schedules meetings for OFMS staff, including managers.
Reserves conference rooms and government vehicles for staff.
Assists with conference room/training room rearrangement when needed for special events.
Keeps the supply cabinet in copy room stocked and notifies government staff when supplies are low.
Keeps the copy room stocked with paper.
Adds paper to fax machines, copiers, and network printers.
Makes copies of various materials; ensures collated items are in the correct order.
Uses the fax machine; ensures there is a supply of fax cover sheets.
Shreds paper; empties shredder bag when full/replace with new bag.
Performs other duties pertinent to OFMS.