Administrative Specialist I

The Administrative Specialist provides professional administrative support in the day-to-day operations of the office and assists the Division Chiefs, Branch Chiefs, and/or Operations Coordinators with a variety of administrative tasks.Major Duties:Prepare and/or edit organizational charts, memos and other general office documents and material as required;As assigned, attend meetings and capture and distribute minutes derived from the meetings;Assist the Division Chiefs with travel support;Draft course cables utilizing templates and the Government's cabling system (SMART);Generate reports from data provided as assigned;Create and maintain electronic and hard copy centralized division files in areas such as the budget, travel, and general correspondence;Provide project support and other administrative support as required;Track and monitor flow of all documents from inception to distribution of final copies;Monitor administrative requirements office-wide for the Division Chiefs;Assist with ordering office supplies and reporting needed repairs of office equipment;Serve as back-up to the Office Manager for conducting in- and out-processing procedures for new hire and terminated employees to include assigning workspace, issuing cell phones, generating documentation for computer access and IDs and access programming for all ATA personnel;Assist with preparing general office documents and material as required;Support proper security protocol, act as visitor escort and oversee proper storage and handling of classified documents and the destruction of classified material as directed;Assist the EAA in coordinating information for the WAR;Manage administrative needs, to include the calendar of appointments for conferences and meetings for Division Chiefs; ensure their travel arrangements are completed;Other administrative duties as directed/required by the supervisor;Serve as primary back-up in the absence of the Office Manager;Serve as primary back-up in the absence of the Executive Administrative Assistant;Serve as secondary back-up in the absence of the Visa/Passport Coordinator and Course Materials Assistant.Professional Qualifications/Skills:Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;Associates degree or three years of increasingly responsible administrative experience may be substituted for education;Must be organized and have excellent oral and written communication skills;Ability to handle multiple tasks simultaneously;Knowledge of office policies, practices and procedures;Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint); experience working with databases is a plus;Ability to work independently.

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