Administrative Support Specialist

Are you an organized, detail-oriented professional looking to support a vital federal mission? We are seeking an Administrative Support Specialist to join our proposal team for an upcoming opportunity supporting a federal agency.

In this role, you will deliver comprehensive program and administrative support designed to optimize daily operations. Acting as the central hub for organizational coordination, you will manage critical data, facilitate clear communication across teams, and ensure strict compliance with federal administrative regulations and agency protocols. The ideal candidate is a proactive problem-solver who ensures the seamless execution of day-to-day administrative tasks to directly support mission-critical program objectives.

Key Responsibilities

Program Support (60% allocation of time)

• Reviews, prepares, processes, and distributes examination reports and letters, management reports, and other documents for internal and external audiences. Ensures conformity/compliance with various Agency/Office procedures and criteria.
• Provides support on personnel-related matters, such as preparing requests for personnel actions, processing incoming and outgoing employees, providing onboarding assistance to new employees, and preparing training requests.
• Develops and maintains filing systems and records that support the administration of programs and activities conducted by the customer.
• Assists the customers management staff, and quality assurance examiners in developing, implementing, maintaining, and ensuring adherence with internal administrative procedures and controls.
• Serves as a team member for projects or programs as assigned.
• Plans, organizes, coordinates, and assists in the implementation of the program tasks and elements.
• Ascertains status of actions, projects, correspondence and reports.
• Verifies data, facts, regulatory sources and dates of scheduled events.
• Receives requests for statistical information or informative material relative to activities under manager''s control, obtains information from office files or technical personnel within the organization.
• Takes notes and/or meeting minutes and distributes to team members and management.

Administrative Support (40% allocation of time)

• Purchase card support. Tracks and researches field office supplies and services. Keeps purchase records, resolves erroneous orders and billing disputes, ensures proper reconciliation of purchase invoices with deliveries are timely and accurate.
• Liaison between offices to address issues related to installation, maintenance, replacement, and shipment of network or telecommunications equipment, and needs related to physical office space.
• Coordinates, initiates and ascertains the status of service requests with building management to maintain a safe, secure, comfortable, and professional office physical environment. This includes initiating and following-up on staff service requests with building management.
• Technical Point of Contact (TPOC) for the field office covering basic use and maintenance, liaison and assisting staff in troubleshooting equipment, and arranging repairs.
• Property custodian for the field office, maintaining records of inventoried items in accordance with Agency procedures.
• Collects, assembles, and compiles data for recurring, special, and ad-hoc reports.
• Assists with meetings, conferences, training, and Agency office events, including preparation, review, and distribution of meeting materials, agendas, and invitations, and room reservations and arrangements.
• Assists in processing and tracking documents including mail, memos, correspondence, meeting minutes, reports, etc. Notes delivery dates and disposition of mail/documents in tracking logs as appropriate. Ensures proper distribution of documents within the Office and/or Agency.
• Prepares, consolidates, and processes a variety of paper and electronic correspondence, reports, forms, etc., for use by others internally and externally, and organizes, retains, and files information in appropriate files through ongoing knowledge of EDGe and OE shared areas.
• Provides clerical assistance to Office management or staff as directed, including typing a variety of documents (correspondence, reports, letters, etc.). Drafts, edits, revises, retrieves, stores and prints documents in final form from handwritten drafts or from a variety of source materials using a variety of computer software applications. Responsible for correct spelling, grammar, capitalization, punctuation, and proper format. Drafts minutes, reports, memoranda, emails, etc., of an administrative or nontechnical nature.
• Provides phone coverage, greets visitors, and responds to external inquiries by applying knowledge of programs and operations to independently answer non-technical questions, and/or ascertain requesters’ needs and referring them to appropriate qualified staff.

Qualifications

Education

§  Bachelor’s degree in Business Administration, Communications, or a related field preferred.

§  Equivalent years of experience may be substituted for the degree.