Administrative Officer

Duties

Helps oversee a variety of administrative support programs such as FOIA, records management, property inventory, and annual data calls. Manages various programs as assigned and assists with regional programs and other special events including Hotline Operations, international Notifications, NASAO meetings, all-hands meetings, etc. Serves as administrative official for budget, personnel, performance planning, directives and records, training, and policies and procedures as needed.

Serves as the RA's Purchase Credit Cardholder and performs all associated activities for purchase and validation. Serves as the timekeeping coordinator for the RA/DRA and employees assigned to these offices. Plans, coordinates, and schedules RA/DRA meeting schedules including participants from multiple internal and external groups. Collects and organizes documentation for all meetings. Provides administrative support on work groups and participates on special programs as identified by the RA/DRA.

Manages Regional Administrators visitors, ensuring visits are well coordinated, materials are available, and appropriate staff members are available for support. Ensures detailed itineraries are complete and briefing materials are ready. Works with Senior Advisor to coordinate tracking of follow-up actions. Handles special assignments of a confidential nature discretely, ensuring information and actions are accurate, timely, applicable, maintained on a need-to-know basis, and securely stored.

Ensures RA office Vital Records are current, and back-up copies are maintained. In collaboration with the supervisor, articulates and communicates assignments to the Administrative Specialist. Incumbent articulates the project, problems to be solved, actionable events, milestones, and/or program issues under review, and deadlines and time frames for completion. Monitors and reports on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor's instructions on work priorities, methods, deadlines and quality have been met.

Represents the administrative functions in dealings with the supervisor for the purpose of obtaining resources, and securing needed information or decisions on major work problems and issues that arise. Routes inquiries, Congressional correspondence, HQ requests and other correspondence to appropriate office(s) and composes or tracks timeliness of responses. Works in a team environment to ensure all front office activities are completed.

Provides backup for other administrative positions as necessary and ensures continuous support coverage for the Regional Administrator.