Administrative Support Specialist

4 weeks ago

Washington, United States The Building People Full time
Job DescriptionJob Description

The Building People, LLC, has a position open for a Administrative Support Specialist. Responsibilities include providing the federal client with professional on-site administrative support to facilitate the operations of existing buildings and new small to large-scale construction projects. Projects may include space upgrades or modification/reconfiguration of spaces to meet the mission needs of clients.

Key Responsibilities:

  • Provides general document preparation, editing, and management support for project management and technical staff. Responsibilities may include maintaining repository of contract deliverables; managing an reference/resource library; preparing and monitoring facilities for technical training, teleconferencing, and meetings and other support documents
  • Assistance with planning, initiating, and tracking task assignments and associated data to optimize workflow management and prevent work stoppages
  • Maintaining a close and highly responsive relationship to the day-to-day administrative activities, and performing various management assistance duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the administrative work environment
  • Handling the administrative business, planning, organization, and controlling the clerical aspect of the office including the preparation, communication, coordination, and storage of information /data while maintaining a process of work inside the office within the organization.
  • Records/Correspondence management support (includes Executive Correspondence, tracking, formatting, receipt, review, edit, document assembly, delivery, archiving and disposition of documents and records
  • Assistance with HQ Consolidation Program (St. Elizabeth’s Campus) Records Manual coordination
  • Assistance in Drafting VIP Tour Procedures Kit for the St. Elizabeth’s Program Managers review
  • Assistance Managing VIP Tours and assisting with Visitor Access Requests (VAR)
  • Arranging local travel (sedans/government vehicles)
  • Managing and maintaining calendars
  • Maintaining office supplies/property for immediate staff
  • Maintaining proper storage and filing of vital records for immediate staff
  • Acting as a liaison with Information Technology (IT) Support to ensure that staff have appropriate IT equipment
  • Acting as the weekly/monthly Activity Report Coordinator, Virtual Office Coordinator and Organization Chart Coordinator when required
  • Responsible for accountability and tracking of IT assets not issued by OCIO
  • Generating monthly Progress Summary Reports to be reviewed by the off-site Project Manager and DHS COR

Required Experience & Skills

  • A minimum of one year experience providing correspondence management support with skills including written correspondence, general office skills, and front office operations with Microsoft Office Suite 2016 and Internet Explorer
  • Utilize SharePoint to assist with tracking, reporting, and logistical support for workflow and processes
  • Ability to pass a DHS “suitability” background investigation is a requirement

Required Education

  • A High School Diploma or equivalent is required

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