Administrative Support Specialist

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Full Time Regular Clerical Washington, DC, US

The Administrative Support Specialist will provide a variety of administrative support functions to the division’s contracting activity.

Essential Functions

• Facilitate taskings and correspondence through the Department’s Executive Secretariat process
• Ensures that the office reviews and responds to requests timely and effectively
• Facilitates timely and effective receipt, coordination, and submission of briefing materials through various IT platforms
• Support office managers in the administration of the office through the execution of a variety of administrative tasks and responsibilities
• Records management
• Contracts management
• Development of Standard Operating Procedures (SOPs)
• Maintenance of share drives
• Facilitation of onboarding and offboarding personnel
• Management of external phone lines by answering calls and redirecting inquiries as needed
• Process visitor requests
• Update internal and external websites
• Coordinate logistics for in-person and virtual meetings and engagements
• Maintenance of external distribution list
• Creation and distribution of external newsletters and bulletins
• Creating, reviewing and revising meeting arrangements
• Keeping calendars clear of old or outdated invitations/meetings
• Ensuring that managers are kept updated on the day’s itinerary
• Creating and providing a daily briefing book for office managers in desired format(s), (e.g., electronic, hard copy, etc.)
• Other duties as assigned

Job Specifications

Education: Bachelors degree with 5 years experience; 10 years experience in lieu of degree

Experience:

• Proficiency in Microsoft Teams, Office Suite and Power Bi preferable
• Must be detail-oriented and have strong organizational skills

** Must be able to secure DHS Suitability Clearance**