Administrative Officer

Job Title

Incumbent performs a combination of routine, multiple, and a variety of administrative tasks applying experience and detailed knowledge of administrative programs, policies, and procedures to plan and accomplish assignments in support of the organization.

Duties include, but may not be limited to, the following:

• Budget/financial management to include maintaining reports on expenditures of funds and reconciling discrepancies, modify and maintain automated systems, tracks financial expenditures. Coordinates with Budget office regarding preparation of budget estimates, justification statements, and budget execution plans, including such matters as the distribution of allotments and availability of budgetary funds for program purposes.
• Serves as a focal point for personnel activities to include initiating personnel requests involving recruitment, transfer, temporary assignments, promotions, awards, and other related actions. Collaborates with managers, service area personnel, and human resources staff to coordinate recruitment and various other personnel related requests.
• Purchasing and supplies: Initiates or reviews all procurement requests for equipment, services, furniture and other items as needed. Ensures justification of requested items meet criteria for expenditures. Ensures effective management of assigned agency property. Ensures internal control of property by conducting property inventories periodically.
• Travel management: Provides guidance to office on travel regulations and ensures the office's travel practices meet established criteria.
• Time and attendance/LDR compliance. Provides guidance and assistance on completion of T&A/LDR, and other administrative and office support functions.
• Interprets and applies directives and policies for assigned projects. Provides administrative management support within assigned tasks. Identifies the need for and develops instructions or procedures for handling correspondence, administrative reports and maintenance of documents/files. Provides procedural information, briefings and guidance to management for assigned areas. Incumbent demonstrates some independence in planning time and using assigned resources. Contacts are primarily internal to the organization to share information. Provides data and/or explains status of assignments. May have contacts with customers and other external parties on routine matters.
• Established policies/procedures provide guidance for most assignments but allow some discretion for employee to select the most appropriate approach. Refers problems and work issues to a manager, project/program manager, team leader or more experienced professional when guidelines are not available or applicable.
• Work is typically reviewed frequently during assignments and at completion to ensure timeliness, policy compliance and alignment with the requirements of projects and/or other work activities. Work activities typically support activities of the organizational unit.