Administrative Specialist at Confidential company

Overview

We are seeking a skilled and organized Administrative Support Professional to contribute to the efficient operation of our Logistics department. This role will involve a variety of administrative tasks, including planning, coordinating, and providing support to senior management and staff.

Job Responsibilities

• Administrative Operations:
  • Plan and coordinate administrative functions to support departmental goals.
  • Prepare various documents, such as letters, memos, reports, and presentations.
  • Manage the operational schedule of the Executive Service office.
  • Input and analyze data for departmental reviews.
  • Coordinate work orders and requests, ensuring timely completion.
  • Maintain database records for tracking objectives and resource use.
• Office Management:
  • Conduct studies to assess office effectiveness and compliance.
  • Recommend policy or procedural changes to improve operations.
  • Develop and maintain office procedures.
  • Review and analyze administrative policies.
  • Provide guidance to team members on office operations.
  • Manage administrative accountability, including timekeeping and manpower controls.
• Human Resources Support:
  • Assist management with recruitment, reassignments, and HR matters.
  • Serve as a liaison with Human Resources on various HR initiatives.
  • Provide support for pay-related issues and assist handicapped employees.
  • Assist with quality assurance inspections, position descriptions, employee recognition programs, and contract assessments.
  • Coordinate IT-related issues and supply ordering.
  • Serve as the training coordinator.
• Office Scheduling and Communication:
  • Maintain office calendars and arrange meetings, conferences, and training events.
  • Prepare travel orders and coordinate travel arrangements.
  • Review and prepare outgoing correspondence.
  • Screen calls and visitors, prioritizing tasks.
  • Maintain electronic and physical filing systems.
  • Oversee office publications and directives.
  • Handle incoming and outgoing mail.

Qualifications

• High school diploma or GED
• 1+ years of experience providing administrative support in a government agency or organization
• Proficiency in office software (e.g., Microsoft Office Suite) and database management systems
• Strong written and verbal communication skills
• Ability to manage multiple tasks and prioritize workflow
• Experience with timekeeping systems
• Exceptional organizational skills
• Must have a Secret security clearance