Administrative Specialist IV

Administrative Specialist IV

Job Category: Administrative/Clerical

Full-Time

On-site

Washington, DC, USA

Pay or shift range: $79,000 USD to $83,000 USD The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Job Details

Description

Bering Straits Professional Services (BSPS) is committed to world-class management of global logistics, training and procurement services for U.S. Government agencies. BSPS is certified by the U.S. Small Business Administration (SBA) as an 8(a) contractor. In February 2022, BSPS became an International Organization for Standardization (ISO) 9001 certified company. BSPS received the ISO 9001 quality standard certification through the Performance Review Institute (PRI).

PRI recognized BSPS for having met the stringent requirements of international standards, ongoing commitment to satisfying stakeholders and a dedication to continual improvement of their management systems. Through this certification, BSPS has joined an elite number of organizations worldwide who have achieved certification to this globally recognized ISO 9001 quality standard.

About this position Administrative Specialist IV in Washington, DC

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned. To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

Wage/Salary Range: $79k - 83k

Applicants will be notified via phone or email within ten (10) business days of submittal.

Essential Duties & Responsibilities

Administrative Support: Provide general administrative support to the office, including managing schedules, organizing meetings, and handling correspondence.

Document Preparation: Draft, edit, and format various documents, including reports, memos, and official correspondence.

Records Management: Maintain and organize office records, files, and databases, ensuring that information is easily accessible and up to date.

Travel Coordination: Arrange travel plans for staff, including booking flights, accommodations, and preparing travel itineraries.

Event Planning: Assist in planning and coordinating events, meetings, and conferences, both domestically and internationally.

Communication Liaison: Serve as a point of contact for internal and external communications, ensuring timely and accurate dissemination of information.

Office Supplies Management: Monitor and manage office supplies inventory, placing orders as needed to ensure the office is well stocked.

Visitor Assistance: Greet and assist visitors, providing them with necessary information and directing them to the appropriate personnel.

Technical Support: Provide basic technical support for office equipment and software, troubleshooting issues as they arise.

Confidentiality: Handle sensitive and confidential information with discretion and in accordance with departmental policies.

Special Assistant Duties: Serve as the Special Assistant to the Director and Deputy Director of EAP offices, acting as EAP's principal point-of-contact/liaison with the bureau's Office of the Assistant Secretary.

Information Flow Management: Ensure a seamless and timely flow of information, policy guidance, and advice between the EAP front office and the affected supervisors and members of the EAP staff.

Clearance and Response Management: Ensure the requisite clearance(s) and timely response by the responsible members of the EAP staff on formally tasked action items required by the Office of the Assistant Secretary.

Correspondence Management: Handle incoming/outgoing correspondence, review and distribute incoming correspondence to appropriate action officers or staff, collect and review outgoing correspondence for neatness, accuracy, and proper handling, and maintain related office chronological files.

Escort Duties: Escort personnel as required.

File Management: Establish and maintain official files on specific subject matters.

Meeting Coordination: Assist with coordinating meetings, scheduling conference rooms, monitoring leave for staff personnel, ordering supplies, and other administrative duties.

Task Monitoring: Work with the EAP Special Assistants to monitor internal tasks, deadlines, and deliverables.

Telephone and Visitor Screening: Receive and screen telephone calls and visitors, follow up to ensure necessary action is initiated and subsequently work to assure that such action is completed as quickly as possible.

Correspondence Entry: Enter all forms of correspondence in final form including cables, memorandums, letters, briefing papers, etc.

Calendar Management: Maintain the calendar for office management by arranging and scheduling appointments, handling all meeting requests, and providing calendar information to management daily.

Meeting Briefs: Prepare meeting briefs to managers indicating appointment purpose and providing any relevant background data.

Minutes and Briefings: Record minutes from meetings and prepare briefing materials.

Leave Schedule Monitoring: Maintain and monitor office leave schedule as directed by the COR and/or GTM.

Office Maintenance: Perform other appropriate administrative assignments such as document replication, ordering office supplies, inventorying office supplies, and other administrative duties as assigned. Maintain work area in a professional manner (clean, presentable, and organized).

Automation Equipment Maintenance: Ensure automation equipment is operational (e.g., paper in the copier/fax machine, changing out printer ink cartridges, calling in work orders).

Conference Call Setup: Assist with setting up conference calls, coordinating with IT personnel to set up conferences requiring IT support.

Event Setup and Cleanup: Assist with prepping conference rooms before and after social events and official events during the workday. Assist with setting up and cleaning up official office events.

Standard Operating Procedures: Create standard operating procedures related to office administration.

Office Management Information Updates: Update office management information (seating charts, phone lists, welcome book, etc.).

Badge Access Coordination: Coordinate badge access for EAP employees.

Ariba Requests: Ariba requests.

Travel Coordination and Voucher Processing: Coordinate travel and process vouchers for managers in E2.

Evaluation Process Assistance: Assist managers in the evaluations process via the appropriate platform.

Information Flow Management: Work with EAP's Staff Assistants and Executive Assistants to monitor internal tasks, deadlines, and deliverables. Manage the continuous and smooth flow of information, such as cables, correspondence, briefing papers, and memoranda.

Developmental and Training Activities: Support other developmental, leadership, and training activities and assignments as applicable.

Communication Quality Control: Provide coordination, quality control, and process flow management for communications from and to the Office and among its constituent divisions.

Program Development: Contribute to the development of programs, goals, objectives, and administrative policies and processes for EAP, and the attainment of the goals and objectives.

Regulation Research and Judgment: Use a high degree of independent judgment in researching regulations, and in determining the relationship between guidelines and organizational efficiency and program effectiveness. Use judgment in choosing, interpreting, or adapting available guidelines to specific issues or subjects.

Courier Runs: Perform courier runs for their assigned office, ensuring timely and secure delivery of documents and materials.

Required (Minimum Necessary) Qualifications

Education Requirements: A high school diploma.

Level of Experience Requirements: The equivalent and 3 5 years of general office experience or an equivalent combination of education and general office experience is required. One position requires a Top-Secret clearance due to the individual's work location.

Knowledge, Skills, Abilities, and Other Characteristics

Must have a Top-Secret clearance (1) position

Must have a Secret clearance (9) positions

Necessary Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Employees must always maintain a constant state of mental alertness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environmental characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of the role. Employees must always maintain a constant state of situational awareness. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.