Administrative Specialist

Job Description

Job Description

Spectra Tech, LLC is a recognized leader in providing Technical and Program Management Services, Information Technology, and Logistics Services and Support. We have enabled our Government and Commercial clients to achieve their organizational initiatives through the application of high quality, innovative, and cost-effective professional services and solutions.

Spectra Tech, LLC, is currently looking for an Administrative Specialist to work on a government project at White Sands Missile Range (WSMR) in White Sands, New Mexico.

This position is full-time and onsite at White Sands Missile Range (WSMR).

Responsibilities

• Creates, customizes, prepares, and maintains presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials
• Reviews and modifies correspondence for internal consistency and conformance
• Maintains and updates the calendar of the Government office manager within the specialist's assigned branch(s) using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues
• Coordinates and supports meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds
• Schedules accommodations for meetings, records lunch requests for meetings with outside guests, notifies attendees, coordinates Video Teleconference Conference requirements, and handles any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.)
• Obtains and delivers read ahead material for office manager's scheduled meetings and distributes to attendees
• Prepares travel orders; arranges travel and lodging arrangements; arranges and coordinate a schedule for visits
• Maintains conference room reservation schedules for the purpose of coordinating meetings, visits and appointments
• Enters data and maintains office databases such as organizational charts, personnel accountability, travel, training, and budget
• Enters and maintains professional data in the eARL metrics database.
• Manages and maintains office files in accordance with Army Records Information Management System (ARIMS) for auditing purposes
• Collects, reviews, archives forms (such as leave requests, employee work schedules, and telework applications), and enters data into the timekeeping system for branch chief review.
• Coordinates, defines structure and organizes electronic materials, presentations and documents using databases, servers and SharePoint sites
• Prepares property turn-ins and requisition orders (including Information Technology Approval System (ITAS) waivers)
• Prepares, reviews and processes training requests, travel orders, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature
• Gathers and organizes completed personnel documents and delivers completed document packages for personnel actions to include civilians, contractors, students, guest researchers, post-doctoral researchers, fellows, etc.
• Responds to administrative queries and taskers by the established deadline. Keeps accurate records of final disposition of each action and inform the respective action officer of results
• Receives and screens visitors and phone calls. Professionally answer phone lines, take messages, and refer calls and visitors to appropriate staff
• Operates shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests
• Follows all Standard Operating Procedures (SOPs) and Internal Operating Procedures (IOPs) related to duties such as personnel accountability, security, and safety
• Prepares and reviews correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Makes corrections and retypes as necessary
• Utilizes existing financial and business systems such as General Fund Enterprise Business System (GFEBS) in roles such as Business Intelligence (BI) Budget Reporter, Purchase Requisition Processor and BI Managerial Reporter to enter data for purchase requests (PRs), Military Interdepartmental Purchase Requests (MIPRs) and transfer of funds. Interfaces with branch, division or directorate personnel to develop and coordinate purchase request information and data needed to execute purchase requests within GFEBS
• Participates as a member of Integrated Product Team (IPTs) or groups developing changes or improvements to administrative processes and procedures
• Disseminates information and provides guidance to staff and administrative personnel in subordinate offices for clerical and administrative matters to ensure compliance with procedural requirements and instructions
• Reviews and revises administrative procedures (SOPs and IOPs) and policies for standardization
• Trains subordinate contractual administrative staff (when necessary) on the standard databases, SOPs, and IOPs
• Serves as the office administrative point of contact for internal and external non- technical and administrative requests or taskers
• Participates in administrative aspects of mission-essential projects from inception to completion, which may include project schedules and reviews, status reports, milestone reviews, and assess cost-benefit analyses for approval by ARL personnel according to established ARL and Army policy
• Facilitates and coordinates procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to established ARL or Army policy
• Provide administrative support to executive or equivalent level personnel
• Participate or support organizational projects which may include project schedules and reviews, status reports, milestone reviews, and cost-benefit analysis
• Facilitate and coordinate procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to SOPs or IOPs
• Serve as office administrative point of contact for non-technical and administrative requests in response to higher headquarters
• Plan and coordinate administrative and technical training and developmental opportunities
• Review and analyze administrative policies; clarify complex and confusing guidelines
• Create and maintain multiple office databases

Required Qualifications

• U.S. Citizenship is required per contract to obtain and maintain a U.S. Department of Defense Secret Clearance
• A minimum of one (1) year of specialized experience as an Administrative Specialist or relevant college courses or training may be substituted for experience
• Knowledge and experience using Microsoft Office Suite, specifically Power Point, Excel, and Word
• Ability to effectively communicate orally and in writing with internal and external organizations
• Experience operating standard office equipment, to include telephones, copy machine, scanners, facsimile machine, computers, printers, and shredders
• Ability to interpret, implement, and provide guidance in support of SOPs and IOPs.
• Ability to research and gather information; verify and analyze data
• Experience using current business management tools and databases such as eARL; GFEBS; Automated, Time, Attendance and Production System (ATAAPS); Defense Travel System (DTS) or any successor systems

Physical Requirements

• Sit for long periods of time and repeat the same movements
• Use their hands to handle, control, or feel objects, tools, or controls
• See details of objects that are less than a few feet away
• See differences between colors, shades, and brightness
• Understand the speech of another person
• Speak clearly so others can understand and comprehend
• See details of objects that are more than a few feet away.
• Hold the arm and hand in one position or hold the hand steady while moving the arm
• Use fingers to grasp, move, or assemble very small objects
• Make quick, precise adjustments to machine controls
• Use one or two hands to grasp, move, or assemble objects

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at View email address on ziprecruiter.com -llc.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.