Administrative Specialist

Administrative SpecialistThis announcement has an APPLICATION LIMIT of 200 applications. Therefore, applicants should apply as soon as possible. PLEASE BE ADVISED THAT THIS VACANCY ANNOUNCEMENT WILL AUTOMATICALLY CLOSE AT 11:59 PM EST ON THE DATE THAT 200 APPLICATIONS HAVE BEEN RECEIVED UNDER THIS POSTING. If the 200-application limit is not met, the job announcement will close at 11:59pm, on Tuesday, October 20, 2026. Applicants need to ensure they provide all supporting documentation at the time they apply to the vacancy announcement.This position is in the African and Middle East Division, General and International Collections Directorate, Researcher and Collections Services. The position reports to the Division Chief and performs administrative management functions and assists supervisors and staff in the division in planning, organizing and supporting the utilization of personnel related resources to maximizing achievement of the goals and objectives of the directorate. The position works closely with other Administrative Specialists and staff in the directorate. The incumbent identifies operational needs and difficulties, and provides articulate, workable advice and solutions for problems. The incumbent maintains effective communication and recommends policies and procedures as needed to improve management effectiveness and efficiency, and to resolve human resources problems expeditiously.As the Administrative Specialist, you will:Perform and monitor administrative management requirements for the division with dynamic administrative requirements with the supervisor's guidance, review and involvement. This includes applying administrative policies, researching, accessing and interpreting information in various systems such as eManagement, EmpowHR, GovTA, Momentum, Monster Government Solutions (MGS), and other staff requirements. Serve as the Division Timekeeper in GovTA. Draft correspondences, recommendations, reports, and memoranda related to division management and administrative programs and issues. Provide advice and guidance to managers and employees on routine questions and situations related to the administrative services. Carry out assignments that involve thorough and comprehensive review and analysis of information. Identify, evaluate and develop specific guidelines and procedures to enhance efficient and accurate accomplishment of assignments.Manage the coordination and preparation of all personnel actions, tracking the status from origination to conclusion, to ensure that due dates are met, employees are paid properly, employees are at the proper step and within proper leave categories, etc.; and keep managers informed of the status of personnel actions. Provide guidance to managers and supervisors regarding personnel and administrative matters, such as classification, leave administration, conduct issues, adverse actions, promotions, training, and staff recognition; and serve as the division liaison to Employee Resources Management and Planning (ERMP) Division, Financial Management Directorate (FMD), Human Capital Directorate (HCD). Create vacancy announcements utilizing the agency's automated hiring system.Recommend methods for coordinating the administrative work of an organization with disparate organizational segments requiring administrative controls to accomplish the work of the organization; schedule meetings and makes arrangements, such as preparing agendas, notifying participants, and arranging luncheons and similar matters; develop background information and compose drafts of introduction and speeches to be presented at various meetings by the supervisor. Attend and record the minutes of meetings, which are later summarized and distributed; confirm that commitments made at the meetings and conferences are addressed; advise the supervisor of important office matters that arise during his/her absence. Draft, edit, and complete in final form, memorandums, reports and papers, and other original written documents related to management and administrative concerns; and review outgoing correspondences for clarity, consistency, completeness, and compliance with organizational policy.Working closely with FMD, reviewing and analyzing organizational requirements and providing advice of a routine nature to support the procurement process, such as disseminating guidelines to organizational staff on the documentation and justification required for requisitions. Prepare procurement documentation as appropriate.Perform other duties as assigned.The position description number for this position is 466107.The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.The incumbent of this position will work a Flexitime work schedule.This is a non-supervisory, non-bargaining unit position.Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.