Administrative Specialist
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About The Position
The Administrative Specialist serves as the principle clerical/administrative support position for the team. The Administrative Specialist demonstrates considerable independence in planning time and work efforts, and coordinates as needed with a Technical Manager to prioritize assignments and use assigned resources. Administrative Specialist's work is to include, but is not limited to the following activities: Perform a combination of routine, multiple, and varying assignments in support of the Beacon & Terminal Surveillance Team. Assist managers and others in day-to-day operations. Apply experience and advanced knowledge to plan and perform administrative assignments. Help others plan and identify resources to accomplish projects and tasks. Work with other employees, both contract and federal, to share information, coordinate efforts, and discuss the status of assignments. Provide recommendations to improve work processes. Attend meetings concerning standardization of organizational policies and procedures. Provide Beacon & Terminal Surveillance Team telephone support in order to properly direct calls. Provide written and/or oral explanations of administrative policies. Assist with the coordination of new office policies and systems. Provide assistance for acquisition of office supplies and equipment required for program and administrative support. Maintain administrative and technical files. Prepare correspondence. Input data into systems. Prepare reports. Track expenses. Schedule meetings. Monitor e-mail and calendars for FAA managers. Call-in facility trouble calls and track facility management issues. Distribute mail. Provide property management assistance by serving as property delegates to FAA team managers. Perform quality review and input of time and attendance records into CASTLE and ensure leave/overtime records are attached. Take meeting minutes. Review travel vouchers. Serve as team training coordinator and work cooperatively with the organization's HRM Training Support Specialist and the Training Development Specialist to ensure proper course paperwork is completed accurately. Follow-up with managers to ensure training requests/Support Contractor Authorization forms are approved and completed in a timely manner. Act as the team point of contact for quota management inquiries and follow-up with managers to ensure quota is utilized by the highest priority employees. Follow-up with employees to ensure training is completed on time.
