Administrative Support Specialist

4 weeks ago

Washington, Washington, D.C., United States A Prentice Ray & Associates LLC Full time
Job Summary

The Administrative Assistant 3 provides high-level administrative support to the Division Chief and team members, ensuring the smooth operation of the division's day-to-day activities.

Key Responsibilities
  • Prepare and edit organizational charts, memos, and other general office documents as required.
  • Utilize MS Excel to produce monthly financial reconciliation reports, depicting all obligations and expenditures of financial resources.
  • Assist the Operations Coordinator with financial analyses to identify and resolve issues impacting the validity of data in the federal government's financial system.
  • Attend monthly meetings, capture, and distribute minutes derived from the meeting.
  • Prepare and edit divisional standard operating procedures.
  • Oversee all aspects of travel to support the Division Chief, including coordinating logistics and transportation needs and generating government travel orders.
  • Incumbent may draft course-related cables, including fiscal cables, clearance cables, etc., utilizing the Government's cabling systems.
  • Generate reports depicting outcome and effectiveness following completion of tasks/meetings/etc.
  • Compile weekly activities reports obtained from divisional personnel to develop the final Division report for review and approval by the Chief.
  • Create and maintain electronic and hard copy centralized division files in areas such as the budget, equipment purchase requisitions, travel, and general correspondence.
  • Provide project support and other administrative support as required.
  • Perform special assignments on request, providing substantive support and assistance to the Management team.
Requirements
  • Two years as an Administrative Assistant 2 or equivalent experience.
  • Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance.
  • Bachelor's degree or five years of increasingly responsible administrative experience may be substituted for education.
  • Must be highly organized and have excellent oral and written communication skills to interface with personnel and other government agencies at all levels.
  • Ability to handle multiple tasks simultaneously.
  • Ability to communicate effectively orally and in writing.
  • Knowledge of office policies, practices, and procedures.
  • Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint). Solid Excel experience is a must.
  • Experience working with databases.
  • Knowledge of basic accounting skills helpful.
  • Ability to work independently.

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