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SR ADMINISTRATIVE SPECIALIST

Employer
USAJobs
Location
Washington, D.C
Closing date
Jan 30, 2022
Duties

This position is located in the Immediate Office, House Recording Studio, Office of the Chief Administrative Officer (CAO), U.S. House of Representatives (House). The purpose of the House Recording Studio is to provide coverage of the House, broadcast and webcast Committee hearings, and provide video and audio services for Members. This position serves as the Senior Administrative Specialist.

Key responsibilities include maintaining records, including personnel records, attendance and leave records, and financial records; compiling vouchers and assisting with invoicing; monitoring and reviewing financial information to ensure accuracy; managing and booking travel; and supporting other administrative activities as required.

Grade level at time of appointment is determined by experience and designated level of responsibility.

This position has access to Personally Identifiable Information (PII).

The position does not have day-to-day supervisory/managerial responsibilities.

Primary Duties/Responsibilities:

Supports and maintains administrative workflow, records management, project management, and other appropriate tracking control systems/logs for assigned areas.

Maintains managerial level personnel records for all assigned staff, as well as appropriate general record management system(s) as required.

Ensures the accurate and timely maintenance of attendance and leave records for all assigned staff.

Assists with invoicing; maintains understanding of, and compliance with, invoicing policies and procedures.

Compiles vouchers for approval and disbursement.

Appropriately maintains financial records as relevant to area of responsibility; provides relevant financial information to stakeholders and customers, as required.

Monitors and/or reviews financial information and/or transactions to ensure accuracy and compliance; recommends corrective action to rectify problems as needed.

Provides general day-to-day administrative support for Business Unit/Department management and operational staff as required.

Supports Business Unit/Department management, Resource Managers, and other administrative personnel as required.

Prepares sensitive and confidential reports, memoranda, correspondence, and technical documentation.

Notifies and keeps management informed of all relevant workplace issues and initiatives, specific work activities, and policy, procedural, and process initiatives or changes.

Supports projects as assigned; conducts after action reviews and provides feedback to management.

Performs data entry; analyzes, summarizes, reconciles, maintains, manipulates, compiles, and/or retrieves data related to the work performed.

Manages the coordination and timely completion of input/data for the CAO Semi-Annual Report as assigned with limited supervision, reviews reports, trends, and/or metrics and suggests improvements to ensure operations meet customer demands and service objectives.

Performs and/or coordinates miscellaneous general office services, to include ordering and maintaining office equipment, materials, and supplies.

Maintains personal and/or Business Unit/Department correspondence as assigned.

Routes and tracks correspondence and technical inquiries to appropriate CAO and/or other House offices.

Provides general assistance and recommendations to, and receives adequate instruction, feedback, and guidance from, senior Business Unit management regarding sensitive and confidential issues.

When assigned, coordinates internal and external House support services to ensure that operational requirements are met.

Maintains weekly and monthly calendar for assigned area, as well as daily schedules as required. Schedules appointments, meetings, conferences, and teleconferences as requested.

Monitors schedules and communicates delays.

Receives and provide assistance to customers and office visitors in a courteous, polite, and professional manner; plans and facilitates appropriate professional protocol as required.

Handles incoming calls, answers general/routine inquiries, and tracks, forwards, schedules, and/or takes messages as appropriate; ensures that adequate phone coverage for assigned area is maintained during official business hours.

Performs other official duties and special projects as assigned.

Requirements

Conditions of Employment

  • USAJobs Conditions of Employment


Qualifications

3 years of experience performing administrative and office support duties.

Ability to establish and maintain administrative processes, coordinate tasks, and provide administrative support.

Knowledge of general management theories, concepts, and principles.

Knowledge of procurement, financial management, and invoicing principles and practices; knowledge of and ability to use financial systems and software.

Ability to analyze and troubleshoot problems and recommend appropriate solutions/changes.

Ability to establish effective working relationships with senior staff and other high-ranking officials.

Ability to enter, manage, and reconcile data, as well as ensure data protection and confidentiality.

Ability to manage records and inventory.

Ability to develop reports and other relevant documentation.

Skill in project management.

Ability to handle sensitive and confidential matters with tact, as well as the ability to exercise judgment and discretion.

Knowledge of and ability to use various automated office systems and software programs.

All employees within CAO are expected to demonstrate the following general competencies: Accountability, Adaptability, Collaboration, Communication, Customer Orientation, Knowledge of Relevant Policies, Procedures, and Processes, Priority Management, and Problem Resolution.

High School Diploma or GED equivalent required; Bachelor's degree in a discipline related to the position or an equivalent level of professional work experience preferred.

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