Administrative Specialist

Duties

At the entry level of this position, you will:

1. Provide overall administrative leadership to Division staff and manage day to day office operations, by coordinating and interfacing with program contacts and management.

2. Use a range of computer software to coordinate and manage senior staff calendars, travel scheduling, supplies/equipment inventory and time keeping management.

3. Proofread materials making corrections to spelling, punctuation, grammar and format. Prepare, compose, and review correspondences, controls and meeting notes.

4. Serve as the backup Division Administrative Officer on tasks related to financial systems, which includes travel authorizations, commitment notices, training and procurement requests.

When entering a Federal job at a grade level lower than the highest promotion potential level, you may be promoted to more complex duties and work more independently, as your career progresses.

Qualifications

You do not need a degree to qualify for this position.

We are looking for at least one year of specialized experience related to this position as described below:

To qualify for the GS-09 level, you need to have at least one year of full time experience equivalent to the GS-07 level defined as: Performing administration management, leadership, and coordination duties. This work typically involves using computer software to manage office operations, proofread and prepare correspondence. OR;

Master's or equivalent graduate degree; or 2 full years of progressively higher level graduate education leading to such a degree; or LL.B. or J.D., if related; degree in any academic discipline.

Your answers to the on-line assessment will be used to evaluate your competencies in the following areas:

1. Knowledge of administrative concepts and practices sufficient to make or recommend changes in administrative policies, devise and install procedures and office practices affecting the Division, and foresee administrative problems and requirements.

2. Knowledge of the organization, mission, programs, internal and external relationships, ongoing project, work methods, and key staff in order to coordinate significant activities.

3. Knowledge of the substantive work of the Director/Deputy Director and all Division programs/projects, as well as office management skills to provide administrative management of the office.

4. Skill in establishing and maintaining effective working relationships with high ranking individuals or organizations dealing with and interested in the Division programs.

5. Ability to communicate in writing.

6. Ability to work under the pressure of tight time frames and rigid deadlines.

7. Knowledge of planning, scheduling, and conduct projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of administrative operations. Assignments require knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of administrative effectiveness and/or productivity.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.