Administrative Specialist - Arlington, VA

VetJobs•Arlington, VA

1d•Onsite

About The Position

The Office of External Affairs is seeking an Administrative Specialist to provide executive administrative, operational, and task-management support to office leadership and staff. The incumbent independently plans, performs, and coordinates administrative functions supporting efficient office operations. Responsibilities include executive support, calendar and meeting coordination, official travel support, task and workflow management, records administration, data collection and reporting, service-request coordination, and administrative process improvement. The position requires sound judgment, attention to detail, discretion, and the ability to prioritize competing assignments involving senior leaders and multiple organizational stakeholders.

Requirements

Applicants must meet the applicable federal qualification requirements for the GS-0301 series and grade.
At least one year of specialized experience equivalent in scope and responsibility to the GS-9 level in the federal service.
Providing administrative and operational support to an office, program, or senior leadership team.
Coordinating executive calendars, meetings, conferences, briefings, or related logistics.
Managing tasks, assignments, deadlines, data calls, and organizational workflows.
Preparing correspondence, reports, spreadsheets, presentations, briefing materials, or status updates.
Coordinating official travel arrangements, authorizations, vouchers, or travel records.
Tracking administrative service requests involving human resources, procurement, information technology, facilities, records management, or similar support functions.
Collecting, reviewing, and analyzing administrative or program data.
Developing dashboards, metrics, reports, trackers, or other management products.
Interpreting and applying administrative policies, procedures, and guidelines.
Identifying administrative or procedural problems and recommending corrective actions.
Coordinating work across multiple offices, organizational components, or external partners.
Administrative management
Executive support
Calendar and meeting coordination
Task and workflow management
Official travel administration
Written and oral communication
Records and information management
Data collection and analysis
Metrics and dashboard development
Report and correspondence preparation
Administrative policy interpretation
Problem solving
Quality control
Customer service
Stakeholder coordination
Organizational skills
Attention to detail
Independent judgment
Time and priority management

Nice To Haves

Experience supporting senior executives or organizational leadership.
Experience managing multiple time-sensitive assignments in a high-volume office.
Experience working with executive secretariat or formal task-management processes.
Experience preparing official travel authorizations and vouchers.
Experience coordinating administrative services with human capital, procurement, IT, facilities, or records-management offices.
Experience developing or updating administrative policies and standard operating procedures.
Experience collecting data and developing dashboards, metrics, reports, or leadership status products.
Proficiency with Microsoft Excel, PowerPoint, SharePoint, email, calendar, and shared-file systems.
Experience supporting government, national security, emergency management, cybersecurity, communications, or other mission-driven organizations.

Responsibilities

Provide a full range of administrative services to Office of External Affairs leadership and staff.
Plan, perform, and coordinate administrative functions necessary for effective office operations.
Control assigned actions and projects and resolve administrative-processing issues.
Determine which matters can be handled independently and which require referral to management.
Provide calendar management and logistical support for senior managers.
Maintain office records and coordinate the dissemination of administrative instructions.
Prepare correspondence, reports, spreadsheets, briefing materials, daily binders, and other administrative products.
Research and draft responses to general correspondence and inquiries in consultation with technical experts.
Maintain detailed or confidential administrative records consistent with applicable handling requirements.
Schedule and coordinate meetings, conferences, and briefings.
Arrange meeting logistics and prepare agendas and minutes.
Maintain status information concerning meeting participants and guests.
Coordinate supporting documents, files, and other materials required for leadership meetings and events.
Arrange lodging, transportation, communication services, and other logistical requirements when needed.
Coordinate specialized support such as interpretation, administrative assistance, or overseas communications.
Prepare travel authorizations and expense vouchers using the agency’s official travel system.
Make official travel arrangements for office leadership and staff.
Research and respond to general travel-related questions.
Maintain travel-related records and files.
Coordinate lodging, transportation, and other travel requirements in support of conferences, meetings, and briefings.
Coordinate special assignments and workflows across Office of External Affairs functions.
Review incoming task requirements and route work to the appropriate offices or points of contact.
Track deadlines and support leadership in ensuring timely, accurate, and complete responses.
Prepare tasks for coordination with other CISA offices.
Conduct data calls, research issues, develop information, and consolidate office responses.
Produce daily reports supporting leadership task management.
Coordinate with executive secretariat personnel, CISA divisions, programs, DHS Headquarters, other components, and external agencies.
Monitor project status, identify potential delays, and follow up on incomplete actions.
Submit, coordinate, and track service requests involving human capital, procurement, information technology, facilities, records management, and administrative services.
Consult with subject-matter specialists, program managers, and technical staff to resolve administrative requirements.
Prepare supporting documentation and track requests through completion.
Assist in resolving routine administrative and program issues.
Communicate solutions, requirements, and status information to leadership and staff.
Collect, review, evaluate, and interpret administrative and program data.
Gather information for dashboards, reports, and leadership products.
Assist in developing metrics for budget, training, procurement, records management, and recruitment activities.
Develop spreadsheets, charts, presentations, reports, and other products supporting management decisions.
Identify procedural or operational problems and recommend practical solutions.
Support studies and analyses intended to improve the efficiency and effectiveness of office operations.
Maintain distribution lists, shared mailboxes, call-down lists, phone lines, and similar office-management resources.
Monitor organizational mailboxes and route requests appropriately.
Maintain administrative documents and resources on SharePoint sites and shared directories.
Update administrative policies and standard operating procedures.
Track and coordinate office supply requirements.
Support records-management activities and maintain organized, accurate office files.