(OSS) Administrative Specialist II (Secret)

Position Summary: The Kenjya-Trusant Group, LLC is seeking an Administrative Specialist II to provide operational support services as outlined below to efficiently and effectively support the Department of State (DOS), Bureau of Administration, Office of Operations (A/OPR).

Essential Job Functions:

• Performs tasks in the administrative management of the office. This may include interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and providing advice to management on related issues Independently performs administrative management functions that service office requirements and takes the lead in resolving administrative problems.
• Applies new policies, provide advice on requirements, maintains administrative systems, and prepares administrative paperwork. In fulfilling these responsibilities, performs a wide variety of technical and program management tasks and assignments in support of office, project and program functions.
• Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary.
• Greet visitors, receives, and directs calls to relevant staff members. Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated and subsequently ensures that such action is completed as quickly as possible. Follows up and ensures outstanding issues are addressed.
• Reviews outgoing correspondence for compliance with established policy and consistency with organizational procedures. As requested, makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate. Instructs and assists staff members regarding correct procedures to follow in preparing correspondence.
• Assembles information to be used for reports or responses to inquiries and composes correspondence not requiring technical knowledge.
• Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations. Oversees the preparation of meeting minutes, presentations, and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents.
• Utilizes Power Point, Excel, and Access computer programs in order to prepare files, charts and slides, for high level managerial presentations, to update, budget presentations, management and training seminars. Plans, initiates, develops, and verifies charts, slides, etc. through all stages for final presentation. Reviews and analyzes the data for technical accuracy and makes final recommendations and modifications to the exhibits.
• Performs work involving the collection, compilation, research, and/or tracking of data and programs information in support of various OPR program functions. This effort involves coordination and consultation with technical employees and managers across divisional lines within OPR and occasionally with similar employees in other bureaus.
• Gathers information, identifies, and analyzes issues, and develops recommendations to resolve problems and situations in workflow, work distribution, and organizational administration.
• Assists with procurement tasks for the office, prepares procurement requests, and prepares and reviews purchase order for supplies and non-expendable property necessary to the effective functioning of the office.
• Depending upon department or business needs, responsibility may include answering service calls from building occupants, entering data into computerized maintenance management system including service calls, request for work authorizations to dispatch technicians who maintain the facility.
• Coordinates property management to ensure non-expendable property is labeled and accounted for in the Integrated Logistics Management System. Submits purchase requests for contract services through the automated procurement request system (Ariba) and completes annual property reports.
• Provides program and management analysis and support to ensure proper financial and procurement procedures are followed, per the FAM. Works closely with Budget and Finance subject matter experts to ensure all documentation for project expenditures are done correctly and tracked properly and updates the financial plan.

Minimum Required Qualifications:

• Due to the nature of this position and the information that employees will be required to access; U.S. Citizenship is required.
• High School Diploma is required OR Bachelor's degree in Business Administration, Computer Science or related field is preferred.
• Five (5) years increasingly responsible administrative assistant/secretarial experience (preferably includes 2 years to executive level management).
• One (1) years of specialized experience which includes use of quantitative and qualitative techniques for analyzing and evaluating complex mission-oriented programs and projects for an organization.
• Mastery in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations carried out by administrative or professional personnel, or substantive administrative support functions. It includes knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources.
• Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity.
• Required Security Clearance: Secret.