Administrative Support Specialist

Architect of the Capitol: Established as a permanent office in 1876, the Architect is provided permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The Architect is responsible for the maintenance, operation, development and preservation of 17.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S. Capitol, House and Senate office buildings, the U.S. Capitol Visitor Center, the Library of Congress, the Supreme Court of the United States, the U.S. Botanic Garden, the Capitol Power Plant, and other facilities. The Architect also provides professional expertise with regard to the preservation of architectural and artistic elements entrusted to his care and provides recommendations concerning design, construction and maintenance of the facilities and grounds.

Office of the Chief Security Officer: The Office of the Chief Security Officer (OCSO) is responsible for the maintenance, care and operation of the buildings, grounds, and physical security enhancements of the U.S. Capitol Police, campuswide physical security infrastructure and an off-site campus supporting all legislative branch agencies. OCSO also manages the agency's internal security programs and policies, including personnel suitability and badging and liaises with other partners regarding security matters.

Position Objective: The Architect of the Capitol (AOC) Office of the Chief Security Officer (OCSO) has a requirement for an Administrative Support Specialist to provide comprehensive administrative support to assist with the management and operations of OCSO Administrative Services Division (ASD).

Duties and Responsibilities: The Administrative Support Specialist will serve as a member of the Administrative Services Division (ASD). The contractor shall provide administrative support to the OCSO under the direction of the Assistant Director of ASD. The required services shall be provided onsite at the assigned project location and include the following tasks:

• Office Management: Oversee daily office operations, including scheduling, correspondence, and file management.

• Badge Processing: Enter and promulgate all required badge requests for program.

• Support Services: Provide administrative support to the business analysts, including data entry, document preparation, and meeting coordination.

• Budget Management: Assist in budget preparation, monitoring, and reporting.

• Compliance: Ensure administrative processes comply with company policies and regulations.

• Communication: Facilitate communication between departments and external stakeholders.

• Event Coordination: Organize and manage events, meetings, and training sessions.

• Record Keeping: Maintain accurate records of business activities, financial transactions, and other relevant documentation.

The Administrative Support Specialist will be required to produce the following deliverables as needed:

• Administrative Reports: Regular reports on office operations, efficiency, and productivity.

• Process Improvement Plans: Recommendations for improving administrative processes and workflows.

• Badge Processing Reports: Documenting the number of badge requests received, processed, incomplete, require revision and reprocessing requests.

• Budget Reports: Analysis and reporting on budgetary allocations and expenditures.

• Compliance Reports: Documentation ensuring administrative processes comply with relevant regulations.

• Meeting Minutes: Detailed records of meetings, including decisions made and action items assigned.

• Event Reports: Summaries of events organized, including attendance, feedback, and outcomes.

Qualifications

Basic Qualifications:

• HS Diploma

• Minimum of 5 years of experience in an administrative support role.

• Experience supporting senior-level executives.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with office management software and tools.

Preferred Qualifications:

• Flexible and adaptable attitude.

• Ability to elicit cooperation from a wide variety of stakeholders.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• Ability to work independently and as part of a team.

• Attention to detail and problem-solving skills.

• Ability to handle confidential information with discretion.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.