Administrative Specialist II
The Administrative Specialist provides administrative and project coordination support for a large government auditing contract. This position helps to improve the efficiency of the organization by performing a variety of administrative and clerical tasks that support management, staff and functional processes.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Performs a variety of routine administrative / clerical functions in support of the contract management team. Assists with office operations, projects, and special assignments. Helps to ensure the efficient flow of work, and uses the utmost discretion when handling confidential information.
Greets visitors in a timely and professional manner. Determines the nature of business, and directs visitors appropriately.
Responds to inquiries and information requests in an efficient manner. Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact for resolution.
Works cooperatively with staff on tasks, as assigned.
Develops and edits a variety of documents (i.e., reports, briefings, Statements of Work, standard of performance, user guides, permits, memos, supervisory communications, telephone trees, personnel lists and organization charts). Collects and analyzes data and information. Prepares final documents following office administrative policies and procedures.
Coordinates and tracks documents as instructed. Maintains accurate and accessible electronic and hardcopy file systems. Performs a variety of related tasks such as making copies, scanning, and classifying, indexing, filing, storing and retrieving of material.
Assists with the coordination and planning of meeting arrangements. Schedules meeting locations, invites attendees, and provides follow up meeting reminders. Identifies, prepares and compiles meeting agendas and materials. Records and prepares meeting minutes.
Follows office directives in performing a variety of related tasks, which may include:
- Maintaining multiple office calendars
- Arranging conferences and meetings, which includes scheduling appointments and assembling materials
- Taking / distributing meeting minutes
- Making travel arrangements
- Utilizing automated software tools
- Maintaining department files and office publications
- Providing typing, copying, scanning, faxing services
- Preparing / compiling reports, presentations and spreadsheets
- Handling mail duties and providing telephone support
- Preparing correspondence in final form from draft or handwritten material (i.e., letters, memoranda, forms, reports, etc.)
- Reviewing documents to ensure compliance with policies /procedures and with standards of spelling, grammar, punctuation and formatting
- Handling sensitive / confidential information and documents with discretion
- Ordering, receiving and distributing office supplies
- Providing other support and/or backup as assigned
Plans daily activities within the guidelines of company policy, job description and supervisor's instruction in such a way as to maximize output. Responsible for aiding in own self-development by being available and receptive to any training made available by the company.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and Human Resources. Will immediately correct any unsafe conditions as the best of own ability.
EDUCATION / EXPERIENCE
Must have an Associate’s degree and a minimum of two years relevant administrative support experience, or equivalent combination of education / experience. Bachelor’s degree preferred. Prior experience supporting a federal government contract preferred.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Working knowledge of standard office practices and procedures
Proficient in the use of standard office equipment such as computers, copiers, fax machines, telephone systems and office automation systems
Skilled proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.) with ability to manage calendars and email
Excellent verbal and written communications skills with solid proofreading and editing skills
Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Ability to compose correspondence from draft to final version, both electronic and hard copy
Working knowledge of business records management and filing processes
Ability to schedule, plan and coordinate meeting logistics
Well organized and detail-oriented with ability to effectively multi-task, set priorities and determine resource requirements
Excellent customer service skills
Ability to work effectively both individually and in a team environment
Ability to read, analyze, and interpret general business periodicals, professiona1journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.