Administrative Support Specialist

Position Summary

The Operations and Administrative Support Specialist provides comprehensive administrative, logistical, and facilities‑related assistance to senior leadership and office staff. This position works closely with federal leadership and staff to ensure efficient daily operations, high‑quality documentation, and timely execution of administrative tasks. This role requires strong attention to detail, excellent customer service, and the ability to manage multiple responsibilities in a dynamic environment.
 

Essential Responsibilities

Document and Information Management:

•  Produce polished written materials, including formal correspondence, internal notices, summaries, and standardized forms.
• Review and refine documents for accuracy, consistency, and compliance with agency writing conventions.
• Organize and maintain digital records in alignment with federal records schedules and internal file management protocols.
•  Update internal reference materials such as organizational charts, staff directories, workspace layouts, and shared calendars.
•  Maintain structured electronic repositories to ensure rapid retrieval of documents and reference files.

• Support senior officials with travel logistics by preparing authorization packets, coordinating reservations through the government travel system, and reconciling vouchers and trip documentation.
• Manage timekeeping actions for designated leadership personnel, including data entry, validation, and correction processing.
• Oversee scheduling activities such as meeting coordination, conference room assignments, and group calendar upkeep for leave, training, and travel.
• Facilitate routine administrative tasks including mailings, copying, scanning, collating, and distribution of materials.
• Provide customer‑focused assistance to internal and external stakeholders, ensuring inquiries are routed or resolved promptly.

• Monitor daily building and workspace conditions, reporting issues related to infrastructure, equipment, security, or environmental concerns.
• Serve as a liaison to building engineers and contractors, documenting service requests and ensuring follow‑through until resolution.
• Maintain files related to facility projects, space planning, and maintenance activities in accordance with agency requirements.
• Coordinate acquisition, replacement, and upkeep of office equipment in partnership with the Facilities Manager.
• Track copier usage, arrange service appointments, and ensure machines remain stocked and operational.
• Escort authorized visitors when facility access is required.

• Provide backup coverage for the reception area, greeting visitors, issuing badges, directing calls, and managing contractor check ins.
• Process incoming and outgoing mail, apply postage, schedule express carrier pickups, and maintain an orderly mailroom environment.
• Log package deliveries, notify recipients, and coordinate courier services.
• Maintain inventory of office supplies and ensure materials are available and organized.

Skills, Knowledge and Expertise:

• Education and experience level equivalent to BS or BA degree and 4+ years of relevant experience.
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, including advanced formatting and automation features.
• Ability to type at least 40 words per minute.
• This position requires the ability to obtain and maintain a Public Trust background investigation. Candidates with an active Public Trust background investigation will be considered first.
• 5+ years of experience providing operations and administrative support in a government, corporate, or similarly fast-paced professional environment.
• Oral and written communication skills.
• Interpersonal skills and ability to conduct oneself in a professional manner.
• Ability to identify and correct problems.
• Analytical and reasoning ability.

• Comprehensive benefits package, including health, dental, and vision insurance
• Generous Contribution on Health, Dental and Vision Insurances
• 100% Employer Paid Group Life Insurance, Short Term and Long-Term Disability
• Safe Harbor 401(K) Plan
• Health Saving Account (HSA)
• Healthcare Flexible Saving Account (FSA) and Dependent Care FSA
• Education Reimbursement
• Employee Referral Program