Administrative Officer

Job Title

Administrative Support Specialist

Job Description

Responsible for a variety of administrative support programs, such as fund certification of travel funds, Freedom of Information Act (FOIA), records management, property inventory, and annual data calls. Identifies relevant data, prepares reports, and presents the data using various methods and media, such as tablets, graphs, charts, etc. Conducts analytical studies of processes, operations, and/or management services to evaluate program effectiveness and/or to recommend improvements to management processes, including answering to requests for data calls and/or related information.

Applies experience and detailed knowledge to plan and accomplish administrative tasks. Typical assignments may include: compiling, tracking, and analyzing data; conducting research; applying policies and procedures; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanations of administrative policies; maintaining records; assisting with the coordination of new office policies and systems; and working with high level and lower level professionals in day-to-day operations.

Serves as Purchase Credit Cardholder and performs all associated activities for purchase and validation. Serves as the backup to the timekeeping coordinator and employees assigned to the servicing area.

Plans, coordinates, and schedules meetings including participants from multiple internal and external groups. Collects and organizes documentation for all meetings. Provides administrative support on workgroups and participates on special programs.

Handles special assignments of a confidential nature discretely, ensuring information and actions are accurate, timely, applicable, maintained on a need-to-know basis, and securely stored. Ensures Vital Records are current, and back-up copies are maintained. Prepares spreadsheets, correspondence, presentations, graphs, etc. utilizing various computer software applications in order to support management in tracking and managing various administrative and operations programs and projects, and responding to high visibility issues.

In collaboration with the supervisor, articulates and communicates assignments to the secretary. Incumbent articulates the project, problems to be solved, actionable events, milestones, and/or program issues under review, and deadlines and time frames for completion. Monitors and reports on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor's instructions on work priorities, methods, deadlines and quality have been met. Facilitates teams in identifying interrelated processes, drawing conclusions and recommending appropriate actions to improve process effectiveness, efficiency, and productivity of administrative programs.

Represents the administrative functions in dealings with the supervisor for the purpose of obtaining resources, and securing needed information or decisions on major work problems and issues that arise. Refers problems and work issues to the manager when guidelines are not available or applicable. Applies analytical techniques and evaluative methods pertaining to administrative and related management matters. Interprets and applies regulatory and policy guidelines to answer employees and manager's questions and/or help them solve administrative problems. Applies knowledge of staffing, travel, procurement, and correspondence administration.

Performs other duties as assigned.