Job Summary
The Administrative Support Specialist will provide a variety of administrative support functions to the division’s contracting activity.
Essential Functions
-
Facilitate taskings and correspondence through the Department’s Executive Secretariat process
-
Ensures that the office reviews and responds to requests timely and effectively
-
Facilitates timely and effective receipt, coordination, and submission of briefing materials through various IT platforms
-
Support office managers in the administration of the office through the execution of a variety of administrative tasks and responsibilities
-
Records management
-
Contracts management
-
Development of Standard Operating Procedures (SOPs)
-
Maintenance of share drives
-
Facilitation of onboarding and offboarding personnel
-
Management of external phone lines by answering calls and redirecting inquiries as needed
-
Process visitor requests
-
Update internal and external websites
-
Coordinate logistics for in-person and virtual meetings and engagements
-
Maintenance of external distribution list
-
Creation and distribution of external newsletters and bulletins
-
Mainlining managers’ calendars by
-
Creating, reviewing and revising meeting arrangements
-
Keeping calendars clear of old or outdated invitations/meetings
-
Ensuring that managers are kept updated on the day’s itinerary
-
Creating and providing a daily briefing book for office managers in desired format(s), (e.g., electronic, hard copy, etc.)
-
Other duties as assigned
Job Specifications
Education: Bachelors degree with 5 years experience; 10 years experience in lieu of degree
Experience:
-
Proficiency in Microsoft Teams, Office Suite and Power Bi preferable
-
Must be detail-oriented and have strong organizational skills
**Must be able to secure DHS Suitability Clearance**
