Administrative Specialist

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We're committed to bringing passion and customer focus to the business.

SUMMARY

The Administrative Specialist plays a vital role in supporting the United States Agency for International Development's (USAID) Office of Civil Rights (OCR), Strategic Program Operations (SPO) Division. Based in the Washington, DC area, the Administrative Specialist serves as a key point of contact for Bureau staff in Washington and in the field, ensuring seamless operations and compliance across various administrative functions. Provides guidance and assistance on space management, travel, procurement of supplies and equipment, human resources, performance management, and security. Involves an extensive amount of notetaking for employees in need of assistance while traveling and/or supporting virtual TDYs.

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.

ESSENTIAL REQUIREMENTS

Must be able to obtain and maintain a Secret clearance which requires U.S. Citizenship.

Cardio-Pulmonary Resuscitation (CPR) - Certified

KEY DUTIES AND RESPONSIBILITIES
Essential Duties and responsibilities include the following. Other duties may be assigned.

Administrative Support

With the supervisor's assistance, performs and monitors established administrative management requirements for an organization with few subdivisions or functions, an organization with well-established administrative requirements, or for an organization with more dynamic administrative requirements but performed with the supervisor's review and involvement. Applies administrative policies, maintains various systems, and handles travel request using the E2 travel system or other staff requirements. Additionally, the individual will travel to CONUS and OCONUS temporary work locations as needed.

Attends meetings, organizes calendar and takes detailed notes for employees in need of assistance.

Drafts correspondence, recommendations, reports, and memoranda related to disability employment programs and issues. Provides advice and guidance to managers and employees on questions and situations related to the administrative services provided.

Organizational Liaison for Supplies, Property, and Office Moves

Assists in coordinating administrative tasks in support of established requirements for supplies, property management, or office moves, such as setting up and maintaining systems to control the purchase and use of supplies. Performs administrative duties to support the coordination of office moves, office construction, and other facility improvements. Works with other offices to arrange and coordinate such activities. Provides guidance to management, recommending actions to ensure the economical and efficient use of equipment and other property.

Facility Services, Property, and Supply Administration

Coordinates basic, established requirements for management of services and supplies in an office or small building.

Takes care of administrative needs for basic operational services such as water, electricity, and telecommunications and audiovisual equipment.

Evaluates safety requirements for the organization. Conducts periodic inspections for safety concerns and evaluates safety and mishap incident reports. Ensures corrective actions are taken to correct safety deficiencies. Maintains a valid CPR certification and is prepared to respond to medical emergencies, providing essential life-saving measures until professional medical help arrives.

Coordinates the administrative aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short-term storage. Works with other offices to arrange and coordinate such activities. Performs property management tasks. Prepares necessary documents for the accession and de-accession of property. Conducts periodic surveys of equipment and property use, recommending action to ensure economical and efficient use of equipment and other property.

Manages office supplies. Sets up and maintains systems to control purchasing and the use of supplies.

Administrative Program Planning Work

Identifies and performs routine liaison tasks to support the organizational planning process. Assists in analyzing program, budgetary, and fiscal data. Monitors expenditures and forecasts changes that require reprogramming of funds for assigned areas of responsibility. Reviews work completion reports to ensure accuracy and compliance with organizational standards. Prepares and assemble charts, data, reports, and narrative and statistical materials provided for on-going organizational planning.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

Bachelor's degree and a minimum of five (5) years relevant experience, or equivalent combination of education/experience.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Knowledge of Administrative Management: Extensive knowledge of administrative management principles, practices, and procedures, including space management, travel, procurement, human resources, performance management, and security.

Communication Skills: Excellent verbal and written communication skills to effectively interact with staff, managers, and external contacts, providing clear guidance and information on administrative procedures.

Organizational Skills: Strong organizational skills to manage multiple tasks, coordinate office moves, and maintain accurate records and databases related to administrative requirements and systems.

Analytical Skills: Ability to analyze and interpret policies, procedures, and data to provide advice, draft correspondence, and prepare reports that support the Bureau's administrative functions and goals.

Problem-Solving Abilities: Proven problem-solving skills to address and resolve discrepancies in inventory, manage unusual supply and property requirements, and ensure efficient use of resources.

Technical Proficiency: Proficiency in using office software and systems for managing databases, tracking purchases and inventory, and preparing administrative documents and reports.

Google Tools Proficiency: Competence in using Google tools such as Docs, Sheets, Drive, and Chat to collaborate effectively, manage documents, and streamline administrative processes.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Work is primarily performed in an office environment. Regularly required to sit. Regularly required to use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers, printers, and light traffic.

Additionally, a valid CPR certification is required for this position. This certification is necessary to ensure that the employee can respond effectively in the event of a medical emergency in the office environment, providing essential life-saving measures until professional medical help arrives.

CNI CORE COMPETENCIES

Responsible for the integration of CNI Core Competencies into daily functions, including commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.

COMPLIANCE

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.

EOE including Disability/Vet

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with usPandoLogic. Category: , Keywords: Administrative Assistant

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