Administrative Support Specialist

Are you an organized, detail-oriented professional looking to support a vital federal mission? We are seeking an Administrative Support Specialist to join our proposal team for an upcoming opportunity supporting a federal agency. In this role, you will deliver comprehensive program and administrative support designed to optimize daily operations. Acting as the central hub for organizational coordination, you will manage critical data, facilitate clear communication across teams, and ensure strict compliance with federal administrative regulations and agency protocols. The ideal candidate is a proactive problem-solver who ensures the seamless execution of day-to-day administrative tasks to directly support mission-critical program objectives. Key Responsibilities Program Support (60% allocation of time) Reviews, prepares, processes, and distributes examination reports and letters, management reports, and other documents for internal and external audiences. Ensures conformity/compliance with various Agency/Office procedures and criteria. Provides support on personnel-related matters, such as preparing requests for personnel actions, processing incoming and outgoing employees, providing onboarding assistance to new employees, and preparing training requests. Develops and maintains filing systems and records that support the administration of programs and activities conducted by the customer. Assists the customers management staff, and quality assurance examiners in developing, implementing, maintaining, and ensuring adherence with internal administrative procedures and controls. Serves as a team member for projects or programs as assigned. Plans, organizes, coordinates, and assists in the implementation of the program tasks and elements. Ascertains status of actions, projects, correspondence and reports. Verifies data, facts, regulatory sources and dates of scheduled events. Receives requests for statistical information or informative material relative to activities under manager''s control, obtains information from office files or technical personnel within the organization. Takes notes and/or meeting minutes and distributes to team members and management. Administrative Support (40% allocation of time) Purchase card support. Tracks and researches field office supplies and services. Keeps purchase records, resolves erroneous orders and billing disputes, ensures proper reconciliation of purchase invoices with deliveries are timely and accurate. Liaison between offices to address issues related to installation, maintenance, replacement, and shipment of network or telecommunications equipment, and needs related to physical office space. Coordinates, initiates and ascertains the status of service requests with building management to maintain a safe, secure, comfortable, and professional office physical environment. This includes initiating and following-up on staff service requests with building management. Technical Point of Contact (TPOC) for the field office covering basic use and maintenance, liaison and assisting staff in troubleshooting equipment, and arranging repairs. Property custodian for the field office, maintaining records of inventoried items in accordance with Agency procedures. Collects, assembles, and compiles data for recurring, special, and ad-hoc reports. Assists with meetings, conferences, training, and Agency office events, including preparation, review, and distribution of meeting materials, agendas, and invitations, and room reservations and arrangements. Assists in processing and tracking documents including mail, memos, correspondence, meeting minutes, reports, etc. Notes delivery dates and disposition of mail/documents in tracking logs as appropriate. Ensures proper distribution of documents within the Office and/or Agency. Prepares, consolidates, and processes a variety of paper and electronic correspondence, reports, forms, etc., for use by others internally and externally, and organizes, retains, and files information in appropriate files through ongoing knowledge of EDGe and OE shared areas. Provides clerical assistance to Office management or staff as directed, including typing a variety of documents (correspondence, reports, letters, etc.). Drafts, edits, revises, retrieves, stores and prints documents in final form from handwritten drafts or from a variety of source materials using a variety of computer software applications. Responsible for correct spelling, grammar, capitalization, punctuation, and proper format. Drafts minutes, reports, memoranda, emails, etc., of an administrative or nontechnical nature. Provides phone coverage, greets visitors, and responds to external inquiries by applying knowledge of programs and operations to independently answer non-technical questions, and/or ascertain requesters needs and referring them to appropriate qualified staff. Qualifications Education Bachelors degree in Business Administration, Communications, or a related field preferred. Equivalent years of experience may be substituted for the degree. Experience At least five (5) years of recent experience providing administrative support services in federal staffing, recruitment, and job classification. Ability to obtain and maintain a Public Trust or Agency specific clearance. Understanding of Agency/Office administrative policies, procedures, processes, etc. Understanding of Agency and federal regulations governing the procurement of office supplies and equipment. Basic knowledge of HR practices and principles to initiate personnel actions, onboard new employees, process outgoing employees, prepare performance plans. Experience with Agency EEO, diversity and other related initiatives. Skills & Competencies Writing manual and plain language guidance. Ability to use correct English, grammar, punctuation, format and spelling, communicate in a clear and organized manner, including technical issues. Computer software, including Microsoft Office (Word, Excel, and PowerPoint). Agency data sources, including databases for filing and retaining documents (SharePoint and EDGe). Ability to perform data gathering and assembly, compiling data, and identifying discrepancies, including producing reports and supporting documents, charts, tables, graphs based on information and data provided. Basic technology device operation and troubleshooting (i.e., laptops, tablets, office and cell phones, video-conferencing, and printers). Ability to work with various groups as a team member, develop relationships with coworkers that further the accomplishment of the work of the Field Office. Skill in communications, customer service, assessing office needs, and providing information and assistance to others. Ability to initiate, manage, problem solve and execute work projects independently while exercising sound judgement.bfb3568a-762b-4989-884b-a9682aa104ca