Administrative Specialist II

Administrative Specialist II

The Administrative Specialist II provides professional administrative support to the day-to-day operations of the division, relieving senior personnel of many administrative tasks. Primary responsibilities include:

• Applying working knowledge of technical literature and various style guides, including customer specifications to documentation and publication standards.
• Coordinating documentation such as technical reports, staff studies and working papers.
• Providing reference, document delivery, on-line research and referral services.
• Directing information services, overseeing production of publications and investigating and implementing best ways to produce documentation electronically.
• Interfaces with technical professionals in the writing, editing and publication of various types of documents.
• Tracking and monitoring the flow of documents from inception to distribution of final copies and providing quality assurance checks for all document deliverables.
• Identifying and correcting problems as they arise.
• Utilizing appropriate computer software for document preparation and production.
• Ordering and maintaining office supplies.
• Maintaining an updated office telephone directory.
• Counting office surveys and preparing quarterly reports.
• Conducting daily morning attendance report of employees.
• Proofing contractors' and government employees' timesheets weekly and submitting to the appropriate individuals.
• Maintaining reserve it applications for reservations of conference rooms and meeting spaces and ensuring space is unlocked and in order for scheduled events.
• Preparing memoranda.
• Sending out reminders for meetings etc. to staff.
• Answering telephones, taking messages/directing calls to appropriate personnel.
• Setting up meetings for management.
• Other duties and tasks of increasing responsibility may be assigned.

Supervisory responsibilities: N/A

Education and/or experience:

• Must have one (1) year of experience as an Administrative Specialist I or equivalent experience.
• Must have a High School Diploma and at least three (3) years of job-related experience or equivalent.

Knowledge, skills, and abilities:

• Must possess excellent oral and written communication skills necessary to interface with program personnel at all levels.
• Must demonstrate a thorough knowledge of MS Office applications (MS Word, Excel, PowerPoint).
• Ability to handle multiple tasks simultaneously.
• Knowledge of office policies, practices, and procedures.
• Must be able to work independently with minimum supervision and direction.

Certificates, licenses, registrations: N/A

Security clearance:

• Must be a US citizen with a valid US passport and possess or be able to obtain/maintain a minimum SECRET clearance.

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds. Work environment: General office environment.

Olgoonik is an Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.