Administrative Specialist

Administrative Specialist

Major Duties and Responsibilities include, but not limited to:

• Performs a wide range of administrative support for the Environmental Management Service (EMS), including correspondence, reports, and general office support.
• Serves as the primary timekeeper for EMS, preparing, entering, and reconciling time and attendance in the applicable VA timekeeping systems.
• Monitors overtime, leave usage, and premium pay reports and alerts leadership to discrepancies or emerging issues.
• Coordinates travel arrangements for EMS staff, including preparing travel authorizations and vouchers in accordance with VA policy.
• Maintains records and files (paper and electronic) for personnel actions, training, performance, and other EMS administrative documents.
• Initiates, tracks, and closes human resources actions (e.g., SF-52 requests, onboarding documents) for EMS staff in collaboration with HR.
• Assists with recruitment activities, including preparing and routing position descriptions, justifications, and support documents.
• Prepares and edits a variety of memoranda, letters, and reports for the Chief, EMS and other leaders, ensuring grammar, format, and accuracy.
• Collects and compiles data for EMS metrics (workload, staffing, productivity, and program performance) for use in management reports.
• Develops and maintains spreadsheets and tracking tools to monitor projects, contracts, training, and compliance items.
• Supports budget execution by tracking obligations, expenditures, and purchase requests against approved funding levels.
• Initiates and tracks purchase requests for supplies, equipment, and services using VA procurement systems and procedures.
• Monitors the status of purchase orders and contracts and follows up with vendors, Fiscal Service, or contracting staff as needed.
• Assists EMS leadership in preparing annual and quarterly budget estimates, spending plans, and justification narratives.
• Coordinates meetings, briefings, and conference calls, including scheduling, agendas, minutes, and logistical arrangements.
• Serves as a central point of contact for EMS, receiving phone calls, emails, and visitors and directing inquiries appropriately.
• Maintains and updates organizational charts, telephone listings, and distribution lists for EMS staff.
• Tracks and coordinates staff training requirements, registrations, and completions, maintaining documentation for compliance.
• Assists with performance management processes, including maintaining due-date trackers and assembling performance documentation.
• Drafts and processes EMS policies, standard operating procedures (SOPs), and internal guidance, incorporating edits from leadership.
• Assists in tracking and documenting accreditation, regulatory, and compliance requirements impacting EMS operations.
• Compiles information and prepares responses to internal and external data calls, surveys, and information requests.
• Uses multiple VA information systems (e.g., HR Smart, VATAS, financial and procurement systems) to enter, retrieve, and analyze data.
• Identifies opportunities to improve administrative processes and recommends or implements changes to increase efficiency.
• Provides backup coverage for other EMS administrative staff during absences to ensure continuity of operations.

Work Schedule: Monday - Friday, 7:00am - 3:30pm Virtual: This is not a virtual position.