Administrative Specialist II

4 weeks ago

Washington DC USA, United States One Federal Solution Full time
Administrative Specialist II

One Federal Solution is seeking an experienced and detail-oriented Administrative Specialist II to join our dynamic Washington, DC team to support our Federal Government client. As an Administrative Specialist II, you will perform tasks in the administrative management office, including interpreting administrative policies, developing, and implementing local procedures, defining administrative requirements, and advising management on related issues. Independently perform administrative management functions that service office requirements and take the lead in resolving administrative problems. Apply new policies, provide advice on requirements, maintain administrative systems, prepare administrative paperwork, and as follows:

Key Responsibilities
  • Compose correspondence for signature, refer other documents to appropriate staff for action, and follow up on such material as may be necessary.
  • Greet visitors, receive, and direct calls to relevant staff members. Follow up on telephone conversations and take appropriate steps to ensure that necessary action is initiated, and subsequently ensure that such action is completed as quickly as possible. Follow up and ensure outstanding issues are addressed.
  • Review outgoing correspondence for compliance with established policy and consistency with organizational procedures. As requested, make searches for information that is difficult to obtain, compile data, and forward information as appropriate. Instruct and assist staff members regarding the correct procedures to follow in preparing correspondence.
  • Assemble information to be used for reports or responses to inquiries and compose correspondence not requiring technical knowledge.
  • Ensure that all documents are well-written, in proper format, timely, complete, and fully coordinate with other affected organizations. Oversee the preparation of meeting minutes, presentations, and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents.
  • Utilize PowerPoint, Excel, and Access computer programs in order to prepare files, charts, and slides, for high-level managerial presentations, to update budget presentations, management, and training seminars. Plan, initiate, develop, and verify charts, slides, etc., through all stages for final presentation. Review and analyze the data for technical accuracy and make final recommendations and modifications to the exhibits.
  • Perform work involving the collection, compilation, research, and/or tracking of data and program information in support of various OPR program functions. This effort involves coordination and consultation with technical employees and managers across divisional lines within OPR and occasionally with similar employees in other bureaus.
  • Gather information, identify, and analyze issues, and develop recommendations to resolve problems and situations in workflow, work distribution, and organizational administration.
  • Assist with procurement tasks for the office, prepare procurement requests, and prepare and review purchase orders for supplies and non-expendable property necessary to the effective functioning of the office.
  • Depending upon department or business needs, responsibility may include answering service calls from building occupants, entering data into the computerized maintenance management system including service calls, request for work authorizations to dispatch technicians who maintain the facility.
  • Coordinate property management to ensure non-expendable property is labeled and accounted for in the Integrated Logistics Management System. Submit purchase requests for contract services through the automated procurement request system (Ariba) and complete annual property reports.
  • Provide program and management analysis and support to ensure proper financial and procurement procedures are followed, per the FAM. Work closely with Budget and Finance subject matter experts to ensure all documentation for project expenditures are done correctly and tracked properly and update the financial plan.
Qualifications & Requirements
  • Five (5) years increasingly responsible administrative assistant/secretarial experience (preferably includes 2 years to executive level management).
  • Bachelor's degree in Business Administration, Computer Science, or related field is preferred.
  • One (1) year of specialized experience which included use of quantitative and qualitative techniques for analyzing and evaluating complex mission-oriented programs and projects for an organization.
  • Excellent communication skills, both orally and in writing.
  • Ability to manage dynamic calendars for management including event planning with external vendors, advanced writing skills to compose more difficult, detailed correspondence, and to recommend updates to department documents as needed.
  • Requires ability to learn and apply an advanced understanding of a large, complex organization and its customers.
  • Intermediate to advanced skills in using a variety of office automation software programs such as email, word processing, spreadsheet, and slide presentation (MS Office Suite).
  • Experience with contract document management or financial management.
  • Experience using automated program management systems desirable.

About One Federal Solution

One Federal Solution (OFS) is an innovative Professional Services provider with over 17 years of experience supporting Defense and Civilian agencies. OFS specializes in Business Intelligence, Acquisition and Procurement, and other Professional Services. We are pioneers, builders, thought leaders, and pride ourselves in thinking outside the box to co-create with our customers, helping them achieve excellent enterprise-wide outcomes. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to providing people who deliver high performance and excellence to our government partners.

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