Administrative Support Specialist

3 days left

Washington , District Of Columbia
Aug 22, 2020
Sep 26, 2020
Full Time


Company Job Title: Administrative Support Specialist

Clearance: Background Check

Location: Washington, DC

Reports To: Program Manager

FLSA Status: Non-Exempt, Full Time, Regular


The Administrative Support Specialist will support USAID's Office of Management Policy, Budget, and Operational Performance (M/MPBP), which is the Operational Support Office for the Agency serving as business partner for all management functions and operations in Washington and overseas. The Policy Division (POL) in M/MPBP provides management oversight of the sole, authoritative source of Agency policy, the Automated Directives System (ADS). The Division collaborates with subject-matter experts across B/IOs to develop and support Agency policy and procedures that align with laws, regulations and Agency leadership decisions. The Division's functions of policy formulation and revision and operations policy are carried out by serving as management advisors to the Agency to align Agency policy and management platforms with Federal law, Presidential initiative or directive, regulations, and international agreements governing the use of foreign assistance. M/MPBP/POL serves as the Secretariat for management operations policies including the Management Operations Council (MOC), the Agency's conference policy (ADS 580), partner vetting and Senior Obligation and Alignment Review (SOAR), oversees visa compliance as part of USAID's role as Department of State-certified visa sponsor, oversees rule-making and ensures timely and complete responses to GAO reviews and final action on OIG audit recommendations assigned to the Bureau. This is a particularly busy time for the office as it supports the largest reorganization in USAID's history and makes revisions to the over 100 policy chapters as new bureaus and new functions are operationalized.

The Administrative Support Specialist for M/MPBP/POL will work on administrative tasks in the Policy Division supporting the Divisions work on, support POL in the completion of policy reviews related to reorganization and other USAID Transformation projects, provide input on policy issues, and support special projects related to Transformation and other M Bureau priorities.

The Administrative Support Specialist will work under the technical direction of the Policy Division Chief in the Office of the Bureau for Management, Office of Management Policy, Budget, and Performance

Duties and Responsibilities:
  • Provide support for the planning and implementation of division activities, including data entry, analysis and reporting and logistical support.
  • Independently perform administrative management functions that service and/or fulfill a number of organizational requirements.
  • Provide advice on requirements, maintains databases for division requirements and/or systems, and prepares needed reports and deliverables.
  • Draft correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues.
  • Provide advice and guidance to managers and employees on questions and situations related to the services provided.
  • Respond to routine inquiries requiring knowledge of the Policy Division's general activities or its internal administrative procedures or actions.
  • Schedule meetings and provide note taking.
  • Retrieve, assemble, and compile information from electronic files in response to administrative requests or other inquiries.
  • Provide advice and guidance to the on site activity manager and selected policy analysts on questions and situations related to administrative actions.
  • Manage official correspondence to ensure the accuracy and completeness of policy information.
  • Support policy processes and deliverables to ensure the accuracy and completeness of policy information in the development and revision of Agency policies and procedures.
  • Edit policy correspondence documents for grammar and consistency.
  • Assist with drafting revised policy and other related documents under reasonable supervision of a policy analyst.
  • Provide support for Federal policy alerts for Executive Orders, OMB regulations, Office of Personnel Management (OPM) guidance, and other regulatory provisions that impact Agency policy.
  • Assist selected policy analysts in the review of new/revised ADS material for compliance/conformity with external and internal policy drivers that have broad applicability and cross cutting policy impact.
  • Take initiative and manage his/her tasks with moderate direction from the on-site activity manager for agreed upon project tasks.
  • Other duties as assigned

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)
  • Bachelor's degree
  • 1 years of professional experience.

Knowledge, Skills and Abilities:
  • Ability to pass a USAID background check for Facilities Access.
  • 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 Gmail and Microsoft Office Suite
  • 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 have the ability to adapt to change.
  • Organization and Multitasking skills
  • Time Management and Prioritization skills
  • Teamwork and Collaboration skills
  • Strong writing skills and the ability to communicate effectively, both orally and in writing.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
  • While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)
  • The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.
  • During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.

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.

Primary Location: United States-District of Columbia-Washington DC

Organization: Chenega Worldwide Support
Strategic Business Unit: Military Intelligence and Operations Support
Security Requirements: Background Check
Job Schedule: Full Time Non-Exempt
Recruiter: Melody Parsons
Req ID: 2000002373