Administrative Support Specialist

RWD Consulting•Bethesda, MD

15h•Onsite

About The Position

This role involves providing comprehensive administrative support to senior management, government organizations, or military commands. The specialist will be responsible for planning, developing, and coordinating administrative and management functions, preparing various documents, managing operational schedules, and providing technical guidance on administrative matters. This position requires a high level of organization, attention to detail, and the ability to work independently and as part of a team.

Requirements

High school diploma or equivalent
Minimum of five (5) years of progressively responsible administrative experience supporting senior management, government organizations, or military commands.
Strong PowerPoint skills
Strong Excel skills
Demonstrated knowledge of the mission’s functions and organization structure of the organization in order to provide advice and assistance to the supervisor in identifying and resolving a variety of administrative problems; to gather information from subordinate elements on administrative reporting problems; and to advise and recommend improvements in administrative practice to facilitate the work.
Demonstrated knowledge of management principles, practices, and techniques in order to provide the administrative staff services to the organization, and to analyze administrative practices and design and recommend improvements in administrative procedures and policies.
Demonstrated knowledge of the duties, priorities, commitments and goals of the Command to perform assignments such as reviewing publications and other materials, and to anticipate and prepare material management needs to respond to correspondence, visitors or phone calls.
Demonstrated knowledge of a variety of Command and higher echelon rules, regulations and procedures on administrative reporting and control requirements for such matters as records management, time and attendance, travel, purchase of nonexpendable supplies, securities, form control, etc., in order to prepare required reports and documents and advise supervisor on procedural requirements.
Demonstrated knowledge of supervisor’s responsibilities, priorities, commitments and policies in order to make appointments, assign and follow up on suspense dated, refer callers and visitors and provide backup information for correspondence, reports, appointments and meetings.
Contractor demonstrates application of a practical knowledge of civilian personnel regulations and policy in administering the civilian personnel programs.
Demonstrated knowledge of grammar, spelling, punctuation, format, forms and common terminology used to produce correspondence for supervisors signature.
Ability to communicate orally and in writing.

Nice To Haves

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

Responsibilities

Plans, develops, and coordinates administrative and management functions and operations.
Prepares letters, memorandums, and reports.
Utilizes electronic mail and electronic calendar systems, as well as various software packages to prepare reports and briefings, all forms of correspondence, messages, statistical reports, etc., in draft and final versions for public delivery and/or publication.
Manages the operational schedule and directs the administrative operations of the Executive Service office.
Inputs and retrieves information, and knowledge sources for compilation, interpretation and presentation to support key issues under review by the department staff.
Routes requests or work orders to appropriate functions for actions.
Establishes and maintains database records of forecasted project milestones, and other data elements relative to meeting objectives and use of resources.
Conducts studies of activities, functions, and procedures that involve the administrative support of the organization.
Makes recommendations to the supervisor regarding changes in office policy, procedures, format or correspondence.
Coordinates and ensures procedures meet organizational requirements and are consistently understood and followed by all the staff.
Establishes, reviews and updates complex administrative office procedures and guidelines.
Reviews and analyzes administrative policies.
Develops and establishes the office methods and processes.
Resolves a variety of conflicts of administrative policies.
Manages and provides technical guidance to subordinate echelons on administrative and office operation and responds to issues and inquiries.
Provides administrative accountability and input time and attendance information.
Maintains and monitors manpower controls cost, including Time and Attendance, and DMHRSI (Defense Medical Human Resources System-Internet).
Provides assistance to management with regard to such matters as recruitment, reassignments, grievances, morale, turnover, absenteeism, disciplinary actions and standards of performance.
Coordinates and acts as organizational liaison on Human Resources initiatives or requirements.
Assists employees with pay issues (additional assistance due to the handicapped employees).
Assists if needed with QA Inspections (as a Quality Assurance Specialist/Performance Assessment Representative).
Assists with and monitors updating PDs, employee evaluations, employee of the month program, and monthly contract assessments.
Assists senior management with ordering supplies and is the POC for all IT issues.
Serves as training coordinator.
Ensures employees are in compliance with all mandatory training.
Maintains office calendars and appointment/meeting schedule, arranging meetings, conferences and training events.
Prepares agenda and meetings, conferences, and accurately documents minutes.
Prepares travel orders; makes travel and housing arrangements; arranges schedule to visits and coordinates security arrangements.
Reviews and corrects outgoing correspondence, prepared for signature of supervisor or higher level, for format, spelling, punctuation, typographical errors and completeness.
Composes official correspondence independently or from brief or vague instructions.
Resolves conflicts or departure from policies discovered in correspondence review prior to presenting to the supervisor.
Receives and screens calls and visitors to the office, receiving and reviewing all incoming correspondence and preparing replies to general inquiries and routine actions.
Screens out those requiring the supervisor’s personal attention and refers the reminder of the staff members based on the subject matter.
Maintains electronic and hardcopy files of various documents, to include, e-mail, briefings, policy memorandums, in accordance with, established records management procedures.
Maintains office publications and directives and ensures they are current and updated periodically.
Receives, distributes and dispatches all office mail to include special handling, such as certified, registered or express mail.