Administrative Specialist Level II

Cayuse Holdings•Washington, DC

4h•$24 - $34•Onsite

About The Position

The Administrative Specialist Level II will perform tasks in the administrative management office, including interpreting administrative policies, developing, and implementing local procedures, defining administrative requirements, and advising management on related issues. This position aligns with Cayuse’s core values of Innovation, Excellence, Collaboration, Adaptability, and Integrity by fostering technical solutions that meet customer needs, promoting teamwork, and prioritizing quality in deliverables. Responsibilities Performs tasks in the administrative management of the office. This may include interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and providing advice to management on related issues. Independently performs administrative management functions that service office requirements and takes the lead in resolving administrative problems. Applies new policies, provide advice on requirements, maintains administrative systems, and prepares administrative paperwork. In fulfilling these responsibilities, performs a wide variety of technical and program management tasks and assignments in support of office, project and program functions. Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary. Greet visitors, receives, and directs calls to relevant staff members. Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated, and subsequently ensures that such action is completed as quickly as possible. Follows up and ensures outstanding issues are addressed. Reviews outgoing correspondence for compliance with established policy and consistency with organizational procedures. As requested, makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate. Instructs and assists staff members regarding correct procedures to follow in preparing correspondence. Assembles information to be used for reports or responses to inquiries and composes correspondence not requiring technical knowledge. Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations. Oversees the preparation of meeting minutes, presentations, and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents. Utilizes Power Point, Excel, and Access computer programs in order to prepare files, charts and slides, for high level managerial presentations, to update, budget presentations, management and training seminars. Plans, initiates, develops, and verifies charts, slides, etc. through all stages for final presentation. Reviews and analyzes the data for technical accuracy and makes final recommendations and modifications to the exhibits. Performs work involving the collection, compilation, research, and/or tracking of data and programs information in support of various OPR program functions. This effort involves coordination and consultation with technical employees and managers across divisional lines within OPR and occasionally with similar employees in other bureaus. Gathers information, identifies, and analyzes issues, and develops recommendations to resolve problems and situations in workflow, work distribution, and organizational administration. Assists with procurement tasks for the office, prepares procurement requests, and prepares and reviews purchase order for supplies and non-expendable property necessary to the effective functioning of the office. Depending upon department or business needs, responsibility may include answering service calls from building occupants, entering data into computerized maintenance management system including service calls, request for work authorizations to dispatch technicians who maintain the facility. Coordinates property management to ensure non-expendable property is labeled and accounted for in the Integrated Logistics Management System. Submits purchase requests for contract services through the automated procurement request system (Ariba) and completes annual property reports. Provides program and management analysis and support to ensure proper financial and procurement procedures are followed, per the FAM. Works closely with Budget and Finance subject matter experts to ensure all documentation for project expenditures are done correctly and tracked properly and updates the financial plan. Other duties as assigned.

Requirements

Five (5) years increasingly responsible administrative assistant/ secretarial experience (preferably includes 2 years to executive level management).
One (1) year of specialized experience which included use of quantitative and qualitative techniques for analyzing and evaluating complex mission-oriented programs and projects for an organization.
Top Secret Security Clearance Required.
Must be able to pass a background check.
May require additional background checks as required by projects and/or clients at any time during employment.
Must possess problem-solving skills.
Skills to complete tasks in creative and effective ways and apply an advanced understanding of the organization and its functional policies and processes.
Ability to manage dynamic calendars for management including event planning with external vendors, advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
Requires ability to learn and apply an advanced understanding of a large, complex organization and its customers.
Communicating, both verbally and in writing, to provide guidance and instruction related to facilitating the acquisition process (i.e., justifying, negotiating, and resolving controversial issues and problems).
Ability to respond effectively to customers with a sense of urgency.
Proficient in Microsoft and Adobe toolsets, including Excel, Word, PowerPoint, Acrobat, etc.
Highly motivated with the ability to handle and manage multiple tasks at any one time.
Ability to forge new relationships, individual and teaming in nature.
Must be a Self-starter, that can work independently and as part of a team.

Nice To Haves

Experience with contract document management or financial management.
Experience using automated program management systems.
Bachelor’s degree in Business Administration, Computer Science or related field is preferred.

Responsibilities

Performs tasks in the administrative management of the office. This may include interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and providing advice to management on related issues.
Independently performs administrative management functions that service office requirements and takes the lead in resolving administrative problems.
Applies new policies, provide advice on requirements, maintains administrative systems, and prepares administrative paperwork.
In fulfilling these responsibilities, performs a wide variety of technical and program management tasks and assignments in support of office, project and program functions.
Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary.
Greet visitors, receives, and directs calls to relevant staff members.
Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated, and subsequently ensures that such action is completed as quickly as possible.
Follows up and ensures outstanding issues are addressed.
Reviews outgoing correspondence for compliance with established policy and consistency with organizational procedures.
As requested, makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate.
Instructs and assists staff members regarding correct procedures to follow in preparing correspondence.
Assembles information to be used for reports or responses to inquiries and composes correspondence not requiring technical knowledge.
Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations.
Oversees the preparation of meeting minutes, presentations, and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents.
Utilizes Power Point, Excel, and Access computer programs in order to prepare files, charts and slides, for high level managerial presentations, to update, budget presentations, management and training seminars.
Plans, initiates, develops, and verifies charts, slides, etc. through all stages for final presentation.
Reviews and analyzes the data for technical accuracy and makes final recommendations and modifications to the exhibits.
Performs work involving the collection, compilation, research, and/or tracking of data and programs information in support of various OPR program functions.
Gathers information, identifies, and analyzes issues, and develops recommendations to resolve problems and situations in workflow, work distribution, and organizational administration.
Assists with procurement tasks for the office, prepares procurement requests, and prepares and reviews purchase order for supplies and non-expendable property necessary to the effective functioning of the office.
Depending upon department or business needs, responsibility may include answering service calls from building occupants, entering data into computerized maintenance management system including service calls, request for work authorizations to dispatch technicians who maintain the facility.
Coordinates property management to ensure non-expendable property is labeled and accounted for in the Integrated Logistics Management System.
Submits purchase requests for contract services through the automated procurement request system (Ariba) and completes annual property reports.
Provides program and management analysis and support to ensure proper financial and procurement procedures are followed, per the FAM.
Works closely with Budget and Finance subject matter experts to ensure all documentation for project expenditures are done correctly and tracked properly and updates the financial plan.
Other duties as assigned.