Administrative Specialist Job in Washington, DC

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

• Federal employees - Competitive service

  Current federal employees whose agencies follow the U.S. Office of Personnel Management's hiring rules and pay scales.

• Federal employees - Excepted service

  Current federal employees whose agencies have their own hiring rules, pay scales and evaluation criteria.

• Veterans

  Veterans of the U.S. Armed Forces or a spouse, widow, widower or parent of a veteran, who may be eligible for derived preference

Duties

The Administrative Specialist provides a wide variety of administrative services in support of the Case Management Systems Office's (CMSO) daily operations. The incumbent is responsible for officewide administrative duties in a fast-paced, challenging, work environment. The work requires comprehensive knowledge of the organization or program where assigned; skill in working with issues related to administrative management, policy, and procedures; and involves intensive participation in the development and execution of business process improvements. The Administrative Specialist reports to the Chief of Business Support Division.

Duties of the position include, but are not limited to:

1. Working on an administrative team to support assigned division(s) and providing back- up support to other divisions.
2. Conducting administrative duties, including proofreading and editing documents
3. Conducting receptionist duties, including receiving and screening telephone calls and greeting visitors.
4. Serving as primary timekeeper for CMSO and conducting audits to ensure timesheets are completed and submitted within the required deadlines.
5. Analyzing, designing, and implementing office-wide administrative procedures and policies.
6. Serving as a purchase cardholder to support training, supplies, and software applications requests.
7. Reviewing and maintaining purchase card documents for accuracy and ensuring all necessary information is attached and in compliance with policies and procedures.
8. Maintaining an automated tracking system using SharePoint Online for all high-level processes or procedures.
9. Planning and preparing for internal meetings or events and managing coordination services, including handling logistics, assisting with scheduling, arranging space accommodations, ensuring necessary equipment is on hand and in working order, printing meeting materials, procuring catering services, and ensuring purchases are in compliance with policy and within the budget.
10. Coordinating office financial and property management operations, including working with the financial analyst to oversee office supply purchases, managing equipment inventory, and preparing travel authorizations, ensuring all relevant regulations and procedures are followed.
11. Coordinating with the CMSO staff and contracting officer's representatives on onboarding and offboarding contractors and federal employees.
12. Managing staff information within personnel databases.
13. Serving as office space liaison and ensuring required on-site office space and IT equipment are available.
14. Coordinating and executing office and furniture request moves, supporting staff with instructions and layouts, and excessing outdated or damaged furniture.
15. Preparing and maintaining business process and standard operating procedure documentation.
16. Handling procedural and substantive matters and inquiries and referring callers to others, as appropriate.

Requirements

Conditions of Employment

CONDITIONS OF EMPLOYMENT

1. All information is subject to verification. Applicants are advised that false answers or omissions of information on application materials or inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.
2. Selection for this position is contingent upon completion of OF-306, Declaration of Federal Employment during the pre-employment process and proof of U.S. citizenship for competitive status positions or conversion to a competitive status position with the AO. If non-citizens are considered for hire into a temporary or any other position with non-competitive status or when it is confirmed by the AO Human Resources Office there are no qualified U.S. citizens for a competitive status position (unless prohibited by a law or statue), non-citizens must provide proof of authorization to work in the U.S. and proof of entitlement to receive compensation. Additional information on the employment of non-citizens can be found at USAJOBS Help Center | Employment of non-citizens/. For a list of documents that may be used to provide proof of citizenship or authorization to work in the United States, please refer to Form I-9, Employment Eligibility Verification.
3. All new AO employees will be required to complete an FBI fingerprint-based national criminal database and records check and pass a public trust suitability check.
4. New employees to the AO will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights/responsibilities, visit https://www.e-verify.gov/.
5. All new AO employees are required to identify a financial institution for direct deposit of pay before appointment.
6. You will be required to serve a trial period if selected for a first-time appointment to the Federal government, transferring from another Federal agency, or serving as a first-time supervisor. Failure to successfully complete the trial period may result in termination of employment.
7. If appointed to a temporary position, management may have the discretion of converting the position to permanent depending upon funding and staffing allocation.

How You Will Be Evaluated

Required Documents

How to Apply

To apply for this position, you must complete the online application and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 04/14/2025 to receive consideration.
To begin, click

• Apply Online to access an online application. Follow the prompts to select your USAJOBS resume and/or other supporting documents. You will need to be logged into your USAJOBS account or you may need to create a new account.
• You will be taken to an online application. Complete the online application, verify the required documentation, and submit the application.
• You will receive an email notification when your application has been received for the announcement.
• To verify the status of your application, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Application Status page will display the status of your application, the documentation received and processed, and your responses submitted to the online application. Your uploaded documents may take several hours to clear the virus scan process.
• Click the following link to view and print the occupational questionnaire https://apply.usastaffing.gov/ViewQuestionnaire/12716382

Next steps

After a review of your complete application is made, you will be notified of your rating and referral to the hiring official if determined qualified. If further evaluation or interviews are required, you will be contacted.