Administrative Support Specialist

Nalu Federal•Fort Belvoir, VA

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 for an Executive Service office. The role manages office operations and schedules; prepares correspondence, reports, briefings, and other materials; maintains records and databases; coordinates meetings and travel; and provides administrative, personnel, and operational support to management and staff. The specialist studies administrative activities and procedures, recommends improvements, develops and updates office processes, and provides technical guidance to subordinate echelons. The role also supports civilian personnel programs and human resources initiatives, monitors time and attendance and manpower controls, coordinates training compliance, assists with quality assurance activities, and serves as a point of contact for supplies and IT issues.

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 advise supervisors, identify and resolve administrative problems, gather information, and recommend improvements.
Knowledge of management principles, practices, and techniques sufficient to provide administrative services and improve procedures and policies.
Knowledge of Command duties, priorities, commitments, and goals sufficient to review materials and anticipate management needs for correspondence, visitors, and phone calls.
Knowledge of Command and higher-echelon rules, regulations, and procedures for administrative reporting and control, including records management, time and attendance, travel, purchasing nonexpendable supplies, securities, and form control.
Knowledge of supervisor responsibilities, priorities, commitments, and policies sufficient to make appointments, track suspense dates, refer callers and visitors, and support correspondence, reports, appointments, 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 bachelor's 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 administrative operations of the Executive Service office.
Input and retrieve information and knowledge sources to support compilation, interpretation, and presentation of issues under review.
Route requests and work orders to the appropriate functions and maintain database records of project milestones and other data related to objectives and resources.
Study administrative activities, functions, and procedures and recommend changes to office policies, procedures, formats, and correspondence.
Develop, establish, review, and update administrative office procedures and guidelines; analyze policies and resolve administrative policy conflicts.
Provide technical guidance to subordinate echelons on administrative and office operations and respond to inquiries.
Provide administrative accountability and input time and attendance information; maintain and monitor manpower controls and costs, including Time and Attendance and DMHRSI.
Assist management with recruitment, reassignments, grievances, morale, turnover, absenteeism, disciplinary actions, and performance standards.
Coordinate human resources initiatives and requirements; assist employees with pay issues and provide additional assistance to employees with disabilities.
Assist with quality assurance inspections when needed; monitor position descriptions, employee evaluations, employee-of-the-month activities, and 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 calendars and appointment and meeting schedules; arrange meetings, conferences, and training events; prepare agendas and document minutes.
Prepare travel orders, make travel and housing arrangements, schedule visits, and coordinate security arrangements.
Review and correct outgoing correspondence for format, spelling, punctuation, typographical errors, and completeness; independently compose official correspondence from brief or vague instructions.
Resolve policy conflicts or departures identified during correspondence review before presenting materials to the supervisor.
Receive and screen calls, visitors, and incoming correspondence; prepare replies to general inquiries and routine actions; refer other matters to the appropriate staff or supervisor.
Maintain electronic and hardcopy records in accordance with records management procedures and keep office publications and directives current.
Receive, distribute, and dispatch office mail, including certified, registered, and express mail.