ADMINISTRATIVE SPECIALIST

Job Duties

Some of the major duties you will perform include but are not limited to the following:

1. Provides administrative support to senior executives and other high-level officials including the Assistant Secretary (AS-PMB), Principal Deputy Assistant Secretary (PDAS), Deputy Assistant Secretaries (DASes), the Director, Deputy Director and Team Leads of the Business and Administrative Services Division (BASD). The incumbent is responsible for performing a wide variety of program, administrative, purchasing, budgetary reallocations, scheduling and support functions. This position reports to the Director of the Business and Administrative Services Division (BASD) and takes instruction from the Deputy Director on daily operations. Provides support for the Regulations and Correspondence Team Lead's daily, and on occasion the incumbent may be asked to provide support services for the AS-PMB front office.
2. Reviews correspondence and action documents for the signature and/or surname of senior leadership, office directors, the AS-PMB front office and offices supported by the BASD, ensuring that correspondence packages are complete and all pertinent backup documentation is attached or enclosed. Screens official incoming correspondence and FOIA requests have been routed through the PMB/BASD Correspondence Control Unit (CCU) and entered into the DTS system. Collects data for FOIA requests and coordinates the responsive documents with the correspondence unit and the Office of the Executive Secretariat (OES) on behalf of senior officials within AS-PMB. Finalizes memoranda, reports, spreadsheets, and mandatory paperwork for senior leadership, ensuring all correspondence is grammatically correct, and reference materials are attached to the responsive document.
3. Maintains knowledge and application of the regulations and policies related to official travel expenditures for senior staff members, reviews and processes vouchers, authorizations and other associated requirements. Makes necessary travel arrangements for high-level executives and other staff. Plans agendas; makes plane and hotel reservations and notifies officials to be visited. Arranges for any conference facilities, supplies, or equipment needed for meetings. Upon the executive's return, briefs him/her on important developments, writes follow-up notes, and prepares travel vouchers and reports.
4. Gathers information related to a wide variety of program issues, new initiatives, assembles and analyzes this data as it relates to the needs of the office. Additionally, the incumbent coordinates projects done by others, gathers and creates briefing materials for the executives from materials provided by others. The incumbent scans/reviews high-priority documents and uses refined judgment to determine whether the executive's time and attention is required.
5. Routinely provides status reports, spreadsheets and service updates to management, supported offices, Team Leads, and customers independently, and ensures all services provided are complete from inception to closure.
6. Supports the Team Lead for Federal Regulations, Agendas, Printing and Publications, and the Team Lead for Correspondence and FOIA with daily assignments and operations.