Administrative Support​/Information Specialist - U.S. Trade and Development Agency

Description

The Administrative Support / Information Specialist provides day-to-day administrative, clerical, and information management support to the Information Resource Center (IRC) and the Office of Administration at the U.S. Trade and Development Agency (USTDA).

This position plays a key role in ensuring the efficient flow of information, records, and correspondence throughout the agency. The incumbent supports USTDA’s document control, filing, and administrative operations — maintaining accuracy, compliance, and timeliness in all administrative processes.

• Provide daily administrative support to the USTDA Information Resource Center and assigned offices.
• Maintain accurate filing systems (both paper and electronic), ensuring compliance with records retention policies and federal information management standards
  .
• Draft, proofread, and format correspondence, memos, reports, and spreadsheets.
• Track and distribute incoming and outgoing mail, courier packages, and correspondence for agency offices.
• Support meeting logistics
  , including scheduling, room reservations, materials preparation, and minutes documentation.
• Maintain supply inventories, coordinate procurement requests, and assist with travel and expense documentation.
• Prepare and maintain logs, rosters, and tracking documents to support program and administrative operations.

• Assist with the maintenance of USTDA’s Central Agency Files (CAF) and related recordkeeping systems.
• Perform scanning, indexing, and electronic filing of administrative and project records.
• Retrieve and deliver requested files and documents in support of staff, auditors, and Freedom of Information Act (FOIA) requests.
• Ensure document handling procedures comply with NARA
  , FOIA
  , and USTDA records management policies.
• Support the Records Custodian / Records Management Technical Expert with document lifecycle management and data integrity checks.

• Serve as a primary point of contact for general administrative inquiries within the Information Resource Center.
• Respond to requests from USTDA staff, contractors, and external visitors with professionalism and accuracy.
• Provide front-desk or reception backup as needed, greeting visitors and directing them appropriately.
• Support Business Center operations and assist with maintaining shared spaces, equipment, and supplies.

• Collect and consolidate data for administrative reports and performance tracking metrics.
• Assist in preparing deliverables, correspondence logs, and monthly activity reports for submission to USTDA’s Contracting Officer’s Representative (COR).
• Support the Quality Control Plan (QCP) by maintaining accurate and organized documentation.
• Contribute to process improvement initiatives to enhance workflow efficiency and service delivery within the IRC.

Requirements

• Bachelor’s degree in Business Administration, Office Management, Information Management, or related field preferred (or equivalent combination of education and experience).
• 3+ years of administrative, records, or office support experience, preferably within a federal government or contractor environment
  .
• Demonstrated experience with document control, correspondence tracking, and file management systems
  .

• Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Familiarity with electronic records management (ERM) systems and file indexing practices.
• Knowledge of federal records retention, FOIA, and NARA policies desirable.

• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication abilities.
• Strong customer service orientation and ability to work collaboratively with diverse stakeholders.
• Reliable, self-motivated, and able to manage multiple priorities with minimal supervision.