Administrative Support

The Administrative Support / Information Specialist provides day-to-day administrative, clerical, and information management support to the Information Resource Center (IRC) and the Office of Administration at the U.S. Trade and Development Agency (USTDA).

This position plays a key role in ensuring the efficient flow of information, records, and correspondence throughout the agency. The incumbent supports USTDA's document control, filing, and administrative operations — maintaining accuracy, compliance, and timeliness in all administrative processes.

Key Responsibilities
Administrative and Office Support

• Provide daily administrative support to the USTDA Information Resource Center and assigned offices.
   
• Maintain accurate filing systems (both paper and electronic), ensuring compliance with records retention policies and federal information management standards.
   
• Draft, proofread, and format correspondence, memos, reports, and spreadsheets.
   
• Track and distribute incoming and outgoing mail, courier packages, and correspondence for agency offices.
   
• Support meeting logistics, including scheduling, room reservations, materials preparation, and minutes documentation.
   
• Maintain supply inventories, coordinate procurement requests, and assist with travel and expense documentation.
   
• Prepare and maintain logs, rosters, and tracking documents to support program and administrative operations.
   

Records and Information Management

• Assist with the maintenance of USTDA's Central Agency Files (CAF) and related recordkeeping systems.
   
• Perform scanning, indexing, and electronic filing of administrative and project records.
   
• Retrieve and deliver requested files and documents in support of staff, auditors, and Freedom of Information Act (FOIA) requests.
   
• Ensure document handling procedures comply with NARA, FOIA, and USTDA records management policies.
   
• Support the Records Custodian / Records Management Technical Expert with document lifecycle management and data integrity checks.
   

Customer Service and Communication

• Serve as a primary point of contact for general administrative inquiries within the Information Resource Center.
   
• Respond to requests from USTDA staff, contractors, and external visitors with professionalism and accuracy.
   
• Provide front-desk or reception backup as needed, greeting visitors and directing them appropriately.
   
• Support Business Center operations and assist with maintaining shared spaces, equipment, and supplies.
   

Project and Reporting Assistance

• Collect and consolidate data for administrative reports and performance tracking metrics.
   
• Assist in preparing deliverables, correspondence logs, and monthly activity reports for submission to USTDA's Contracting Officer's Representative (COR).
   
• Support the Quality Control Plan (QCP) by maintaining accurate and organized documentation.
   
• Contribute to process improvement initiatives to enhance workflow efficiency and service delivery within the IRC.
   

Requirements

Education & Experience

• Bachelor's degree in Business Administration, Office Management, Information Management, or related field preferred (or equivalent combination of education and experience).
   
• 3+ years of administrative, records, or office support experience, preferably within a federal government or contractor environment.
   
• Demonstrated experience with document control, correspondence tracking, and file management systems.
   

Technical Skills

• Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
   
• Familiarity with electronic records management (ERM) systems and file indexing practices.
   
• Knowledge of federal records retention, FOIA, and NARA policies desirable.
   

Soft Skills

• Exceptional attention to detail and organizational skills.
   
• Excellent written and verbal communication abilities.
   
• Strong customer service orientation and ability to work collaboratively with diverse stakeholders.
   
• Reliable, self-motivated, and able to manage multiple priorities with minimal supervision.

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