Administrative Support Specialist

Location
Washington, District Of Columbia
Posted
Jul 06, 2022
Closes
Aug 09, 2022
Ref
22225
Function
Administrative
Hours
Full Time
Summary

The Bureau for Management (M), Office of Management Policy, Budget, and Performance, Administrative Management Division (M/MPBP/AMD), The Administrative Management Division (M/MPBP/AMD) is responsible for the coordination, formulation, and execution of the Bureau's Operating Expense (OE), Cost Center, and Program Budgets. M/MPBP/AMD is responsible for personnel activity, like hiring, on-boarding, and off-boarding. M/MPBP/AMD also serves as the principal contact for the Bureau's administrative operations for support services. The Budget Team serves as the focal point for the development of M Bureau Budget submissions, resource requests, as well as oversees and monitors the Bureau's day-to-day financial activities, informing the Director of all activities which may become potentially disruptive to the Bureau's daily functions. The AMS Team serves as the focal point for coordinating all administrative matters for M Bureau direct hire and non-direct hire staff; ensuring provisions are in accordance with established organizational and federal administrative statutes, policies, procedures, and regulations. Further the AMS Team supports the development and maintenance of M Bureau and office organizational structures, provides position and personnel management support, personnel security related services, supports office systems access and automation, among other responsibilities. Collectively, M/MPBP/AMD serves as liaison between M Bureau offices and Agency service providers to facilitate and address overall bureau requirements.

The Administrative Support Specialist will provide a wide range of administrative tasks in support of critical management activities for M/MPBP/AMD, the M Bureau, and overall USAID operational objectives.

The Administrative Support Specialist will work under the direct supervision of the M/MPBP/AMD Division Chief (or his/her designee) and in coordination with the Division's Lead Officials on the Administrative and Budget Teams.

Responsibilities

The incumbent will perform the following duties:

The work of the Administrative Support Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. As a member of a heightened activity division, the incumbent must be willing and able to perform a wide range of administrative functions to help ensure strategic success. The incumbent must have a high level of integrity and attention to detail. The incumbent must be highly flexible, organized, and willing to work under conditions of on-going change, while remaining professional and respectful of colleagues and authority in a diverse workforce. The incumbent places emphasis on building positive working relationships with Bureau and Agency colleagues and key stakeholders. The incumbent must be able to prioritize and complete tasks and demonstrate the ability to remain responsive to the overall needs of the Division. The incumbent's relevant experience must demonstrate the ability to respond intuitively, take initiative on work taskings, think strategically, articulate effectively both in written and oral engagements, as well as practice excellent customer service skills. The incumbent will perform duties semi-independently and in collaboration with Division, Bureau, and Agency colleagues.

Administrative Management
  • Provide support for the planning and implementation of division activities, including data entry, analysis and reporting, and logistical support.
  • Independently perform the full range of administrative support functions (e.g., maintain the Division's calendar, scheduling meetings, facilitating team activities, etc.).
  • Maintain regular contact with the Division's teams to discuss administrative practices and services and communicate technical advice and guidance within and external to the Division, when necessary.
  • Provide advice on requirements, maintain databases for division requirements, standard operating procedures, procedural calendars, and/or systems, and prepare needed reports and deliverables.

Correspondence Development and Management
  • Draft correspondence, recommendations, reports, newsletter, and memoranda related to management and administrative programs and issues.
  • Support weekly reporting deliverables ensuring the accuracy and completeness of information.
  • Provide advice and guidance to managers and employees on questions and situations related to the services provided.
  • Generate and respond to routine inquiries requiring knowledge of the M/MPBP/AMD's general activities or its internal administrative procedures or actions.
  • Develop meeting notes from leadership and working group meetings.
  • Retrieve, assemble, and compile information from electronic files in response to administrative requests or other inquiries.

Knowledge Management
  • Develop and implement knowledge management standards for the Division's Google Drive.
  • Support the coordination of Standard Operating Procedure development and maintenance.
  • Support the content management of the Division's internet and intranet sites.

Planning and Coordination Support
  • Manage select official correspondence and clearance coordination activity for the Division.
  • Serve as the Bureau's Coordinator for select processes, like user access, parking, and New Employee Registration.

SUPERVISORY CONTROLS

The on-site activity manager and/or designee will set overall objectives, expectations, and resources available, and work with the employee to develop deadlines, projects, and work to be accomplished. The employee will be responsible for planning and carrying out assignments, resolving most conflicts, coordinating with others, consulting with on-site activity manager, Division Chief, or designee on task clarifications. The on-site activity manager, Division Chief, or designee will evaluate the work for technical soundness and effectiveness in meeting work objectives.
  • Other duties as assigned

Qualifications
  • Bachelor's degree
  • 2+ years of relevant experience or the equivalent combination of education and professional experience
  • Proficiency in the use of Microsoft Office, including Word and Excel, Google applications, like Sheets, Docs, Slides, Forms, Drive, and Calendar, Adobe Acrobat/Reader, internet, and e-mail applications, like Google and Internet Explorer required
  • Knowledge of Huddle is a plus
  • Background check required with the ability to obtain a secret clearance
  • The position requires a COVID vaccination or an approved accommodation/exemption for a disability/medical condition or religious belief

Knowledge, Skills and Abilities
  • Possess the ability to work semi-independently with a high degree of flexibility and be comfortable in a fast-paced and challenging working environment.
  • Working knowledge of the Google Suite (Gmail, Google Drive, Google Docs, etc.).
  • Ability to work in a remote or office-environment.
  • Remote environments require dependable internet connections to access work files, communicate with team members and customers, and participate in virtual meetings.
  • Be willing to work under conditions of ongoing change and remain professional and respectful of colleagues and authority in a diverse workforce.
  • Excellent customer service skills and can adapt to change.
  • Organization and multitasking skills
  • Time management and prioritization skills
  • Teamwork and collaboration skills
  • Strong writing and proofreading skills and the ability to communicate effectively, both orally and in writing.

#Chenega Worldwide Support, LLC

Chenega Corporation and family of companies is an EOE.

Equal Opportunity Employer/Veterans/Disabled

Native preference under PL 93-638.

We participate in the E-Verify Employment Verification Program

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