Administrative Support Specialist

Job Summary

The Administrative Support Specialist will provide a variety of administrative support functions to the division’s contracting activity.  

Essential Functions

• Facilitate taskings and correspondence through the Department’s Executive Secretariat process
• Ensures that the office reviews and responds to requests timely and effectively
• Facilitates timely and effective receipt, coordination, and submission of briefing materials through various IT platforms
• Support office managers in the administration of the office through the execution of a variety of administrative tasks and responsibilities
  1. Records management
  2. Contracts management
  3. Development of Standard Operating Procedures (SOPs)
  4. Maintenance of share drives
  5. Facilitation of onboarding and offboarding personnel
  6. Management of external phone lines by answering calls and redirecting inquiries as needed
  7. Process visitor requests
  8. Update internal and external websites
  9. Coordinate logistics for in-person and virtual meetings and engagements
  10. Maintenance of external distribution list
  11. Creation and distribution of external newsletters and bulletins
• Mainlining managers’ calendars by 
  1. Creating, reviewing and revising meeting arrangements
  2. Keeping calendars clear of old or outdated invitations/meetings
  3. Ensuring that managers are kept updated on the day’s itinerary
  4. Creating and providing a daily briefing book for office managers in desired format(s), (e.g., electronic, hard copy, etc.)
• Other duties as assigned 

Job Specifications

Education:  Bachelors degree with 5 years experience; 10 years experience in lieu of degree

Experience:  

• Proficiency in Microsoft Teams, Office Suite and Power Bi preferable
• Must be detail-oriented and have strong organizational skills

**Must be able to secure DHS Suitability Clearance**