Administrative Support Specialist

1 week ago

Lorton, Virginia, United States Alexton Incorporated Full time
Job Overview

Position Title: Administrative Support Specialist

This Administrative Support Specialist role at Alexton Incorporated provides essential clerical assistance and requires the following qualifications:

ESSENTIAL QUALIFICATIONS:

  • Proficient in computer applications and software, including familiarity with electronic formats such as HTML, CSS, Microsoft Excel, PowerPoint, Adobe Acrobat, and MS Word.
  • Ability to communicate effectively in both verbal and written forms.
  • Demonstrate excellent telephone manners when handling calls and accurately record messages from clients, government officials, or the general public. Ensure seamless call transfers while maintaining customer connections.
  • Comprehend the services offered by the organization to adequately address customer inquiries or direct calls to the appropriate personnel.
  • Capable of managing the appointment calendar for the Office Director.
  • Receive and allocate correspondence, determining the appropriate personnel for referral based on the subject matter.
  • Maintain a comprehensive list of incoming actions, deadlines, and assignments; follow up diligently to ensure timely completion.
  • Gather data and compile weekly activity reports detailing significant organizational events and submit them promptly as requested.
  • Establish an electronic filing system and digitize signed documents as necessary.
  • Oversee office files and reference materials, ensuring easy retrieval for technical staff.
  • Draft letters and memoranda for staff in compliance with organizational correspondence guidelines.
  • Keep a log of incoming and outgoing correspondence, ensuring timely progression through the necessary approval processes.
  • Photocopy and proofread documents as required.
  • Generate statistical reports and create visual representations such as graphs and charts as needed.
  • Coordinate travel arrangements and manage travel bookings as necessary.
  • Facilitate security clearance processes for departing employees by initiating inquiries for property accountability.
  • Sort and distribute incoming mail efficiently.
  • Provide coverage for the Office of Management (MA-1) during the absence of the designated Federal Administrative Support Assistant.

MINIMUM EDUCATION:

  • Associate degree or equivalent training in business administration.
  • Two years of general office experience demonstrating the ability to acquire the necessary knowledge and skills for the role. Specialized office experience may substitute for general experience.

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