Administrative Support Specialist

Nalu Federal•Fort Belvoir, VA

12d

About The Position

Nalu Federal, a subsidiary of the Kanaka Foundation, is hiring an Administrative Support Specialist to plan, develop, and coordinate administrative and management functions and operations. The role supports the Executive Service office by managing operational schedules, preparing correspondence and reports, maintaining records and databases, coordinating meetings and travel, and advising on administrative procedures and policies. The specialist also provides administrative and personnel-program support, including time and attendance accountability, human resources coordination, training compliance, performance documentation, supply ordering, and IT issue referrals. The position requires strong PowerPoint and Excel skills, substantial administrative experience, and knowledge of organizational procedures, management practices, records, travel, purchasing, and civilian personnel regulations.

Requirements

High school diploma or equivalent.
At least five years of progressively responsible administrative experience supporting senior management, government organizations, or military commands.
Strong PowerPoint and Excel skills.
Knowledge of the mission, functions, and organizational structure sufficient to identify and resolve administrative problems, gather information, and recommend improvements.
Knowledge of management principles, practices, and techniques sufficient to provide administrative staff services and improve procedures and policies.
Knowledge of command duties, priorities, commitments, and goals to anticipate administrative needs and respond to correspondence, visitors, and phone calls.
Knowledge of command and higher-echelon rules and procedures for administrative reporting and controls, including records management, time and attendance, travel, purchasing nonexpendable supplies, securities, and form control.
Knowledge of a supervisor’s responsibilities, priorities, commitments, and policies to manage appointments, suspense dates, callers, visitors, and supporting information for correspondence and meetings.
Practical knowledge of civilian personnel regulations and policy for administering civilian personnel programs.
Knowledge of grammar, spelling, punctuation, formats, forms, and common terminology used to prepare correspondence for a supervisor’s signature.
Ability to communicate orally and in writing.

Nice To Haves

A BA degree in Business Administration, Public Administration, Management, Human Resources, or a related field may substitute for a portion of the required experience.

Responsibilities

Plan, develop, and coordinate administrative and management functions and operations.
Prepare letters, memorandums, reports, briefings, correspondence, messages, and statistical reports in draft and final form.
Manage the operational schedule and direct administrative operations of the Executive Service office.
Input, retrieve, compile, interpret, and present information to support issues under review by department staff.
Route requests and work orders to appropriate functions and maintain database records of project milestones and resource-related data.
Conduct studies of organizational activities, functions, and procedures involving administrative support, and recommend improvements to the supervisor.
Coordinate procedures and ensure they meet organizational requirements and are consistently understood and followed by staff.
Establish, review, and update administrative office procedures and guidelines; review and analyze policies; and develop office methods and processes.
Resolve conflicts involving administrative policies and provide technical guidance to subordinate echelons on administrative and office operations.
Provide administrative accountability and enter time and attendance information; monitor manpower-control costs, including Time and Attendance and DMHRSI.
Assist management with recruitment, reassignments, grievances, morale, turnover, absenteeism, disciplinary actions, and performance standards.
Coordinate and serve as organizational liaison for human resources initiatives or requirements; assist employees with pay issues.
Assist with quality assurance inspections, update position descriptions and employee evaluations, support the employee-of-the-month program, and monitor monthly contract assessments.
Assist senior management with ordering supplies and serve as the point of contact for IT issues.
Serve as training coordinator and ensure employees comply with mandatory training requirements.
Maintain office calendars and appointment schedules; arrange meetings, conferences, and training events; prepare agendas and meeting minutes.
Prepare travel orders, make travel and housing arrangements, coordinate visit schedules, and arrange security requirements.
Review and correct outgoing correspondence for format, spelling, punctuation, typographical errors, and completeness; compose official correspondence independently when needed.
Resolve policy conflicts or departures identified in correspondence before presenting it to the supervisor.
Receive and screen calls, visitors, and incoming correspondence; prepare replies to general inquiries and routine actions; and refer matters to the supervisor or staff as appropriate.
Maintain electronic and hardcopy files in accordance with records-management procedures; maintain and periodically update office publications and directives.
Receive, distribute, and dispatch office mail, including certified, registered, and express mail.