Administrative Support Specialist

ASRC Federal•Falls Church, VA

7d•Onsite

About The Position

Serve as the primary office administrative support for PFPA offices; assembling administrative packages four times per week to be routed for Headquarters review and approval; tracking correspondence, tasking, and suspense using the inter-tracking system. Providing back up for team members on PFPA databases and office processes; preparing work orders requesting IT services, telecom, and computer network services for directors and team members two (2) to three (3) times per week. Assist the fire warden with the primary Office Safety Representative in ensuring all team members are apprised of all safety and occupational health issues affecting the organization, supporting investigations for mishaps occurring in the PFPA's office area, and representing the PFPA office in attending meeting at least two to three days taking notes, and providing input to the safety office program at a minimum once per month. Shall be responsible for printing all material related to a meeting in advance of meetings for the office director and personnel; and preparing folders as needed. The Contractor shall maintain Outlook calendars, scheduling and creating agendas for meetings and hiring interviews, resolving calendar conflicts, and confirming the next day's meeting as required daily. Shall serve as administrative support for the Correspondence and Tasking Management System (CATMS) by maintaining the policy office tasking's as listed in CATMS, coordinating with program administrators to resolve team members' problems, developing awareness products for the team, and supporting team training four (4) times per week.

Requirements

Five (5) or more years of DoD experience
Ability to provide administrative support for meetings, correspondence, and gathering background information to support senior officials’ attendance at meetings
Ability to provide illustration/graphics support requiring visual display/presentations/aids, including videos
Maintain calendar
Prepare correspondence and reports
Office management
Oral and written skills
Critical thinking skills
Proficient in Microsoft applications such as Word, Excel, PowerPoint, Outlook and Teams
Work independently and as a team member
Learn and apply administrative support concepts to assigned duties
Ability to schedule meetings and maintain calendars
DoD Secret Security Clearance

Responsibilities

Serve as the primary office administrative support for PFPA offices
Assemble administrative packages four times per week for Headquarters review and approval
Track correspondence, tasking, and suspense using the inter-tracking system
Provide backup for team members on PFPA databases and office processes
Prepare work orders requesting IT services, telecom, and computer network services for directors and team members two (2) to three (3) times per week
Assist the fire warden with the primary Office Safety Representative in ensuring all team members are apprised of all safety and occupational health issues affecting the organization
Support investigations for mishaps occurring in the PFPA's office area
Represent the PFPA office in attending meetings, taking notes, and providing input to the safety office program
Print all material related to a meeting in advance for the office director and personnel
Prepare folders as needed
Maintain Outlook calendars, schedule and create agendas for meetings and hiring interviews, resolve calendar conflicts, and confirm the next day's meeting daily
Serve as administrative support for the Correspondence and Tasking Management System (CATMS)
Maintain policy office tasking's as listed in CATMS
Coordinate with program administrators to resolve team members' problems
Develop awareness products for the team
Support team training four (4) times per week
Make travel arrangements
Assist with other clerical tasks as needed, including data entry