Administrative Support Specialist

The Administrative Support Specialist will provide a variety of administrative support functions to the division’s contracting activity.

Facilitate taskings and correspondence through the Department’s Executive Secretariat process

Ensures that the office reviews and responds to requests timely and effectively

Facilitates timely and effective receipt, coordination, and submission of briefing materials through various IT platforms

Support office managers in the administration of the office through the execution of a variety of administrative tasks and responsibilities Records management Contracts management Development of Standard Operating Procedures (SOPs) Maintenance of share drives Facilitation of onboarding and offboarding personnel Management of external phone lines by answering calls and redirecting inquiries as needed Process visitor requests Update internal and external websites Coordinate logistics for in-person and virtual meetings and engagements Maintenance of external distribution list Creation and distribution of external newsletters and bulletins

Records management

Contracts management

Development of Standard Operating Procedures (SOPs)

Maintenance of share drives

Facilitation of onboarding and offboarding personnel

Management of external phone lines by answering calls and redirecting inquiries as needed

Process visitor requests

Update internal and external websites

Coordinate logistics for in-person and virtual meetings and engagements

Maintenance of external distribution list

Creation and distribution of external newsletters and bulletins

Mainlining managers’ calendars by Creating, reviewing and revising meeting arrangements Keeping calendars clear of old or outdated invitations/meetings Ensuring that managers are kept updated on the day’s itinerary Creating and providing a daily briefing book for office managers in desired format(s), (e.g., electronic, hard copy, etc.)

Creating, reviewing and revising meeting arrangements

Keeping calendars clear of old or outdated invitations/meetings

Ensuring that managers are kept updated on the day’s itinerary

Creating and providing a daily briefing book for office managers in desired format(s), (e.g., electronic, hard copy, etc.)

Other duties as assigned

Education: Bachelors degree with 5 years experience; 10 years experience in lieu of degree

Proficiency in Microsoft Teams, Office Suite and Power Bi preferable

Must be detail-oriented and have strong organizational skills

**Must be able to secure DHS Suitability Clearance**