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DC Department of Human Resources · 4 hours ago

Administrative Support Assistant

Washington, DC

Full-time

Onsite

Entry Level

$62K/yr - $70K/yr

2+ years exp

The DC Department of Human Resources is seeking an Administrative Support Assistant for the Public Services Division of the District of Columbia Public Library System. The role involves providing administrative and front-office support, ensuring efficient operations, and maintaining professional interactions with staff and the public.

AdviceB2BEducationEmploymentHuman ResourcesManagement Consulting

Responsibilities

Provides administrative support services to the Public Services Directors and Public Services Executive Officer and manages, coordinates, and implements the administrative functions associated with daily operations of their departments

In collaboration with the Executive Officer, reviews, all Public Services program agreements. This includes receiving draft program agreements from public services staff and other agency departments, reviewing drafts for clarity and completeness

Ensures that all contracts move through the process in a timely manner to support public programming and alerts the Executive Officer of any delays or concerns related to the process

Tracks spending of Departmental budgets; regularly reviews budgets and spending plans with the Executive Officer. Compiles information and prepares requisitions for the Procurement Department and receives vendor’s payments into the Procurement Automated Support System (PASS)

Incumbent is authorized to make office purchases using the District’s P-Card issued by DC Government and reconciles credit card statement with actual expenses and receipt of goods and services. Prepares monthly transactions log for supervisor’s approval

Uses several types of software, such as spreadsheets, database, work processing, and PowerPoint to generate specific working documents, forms, charts and graphs, and presentations

Investigates, researches, and makes inquiries requested by the supervisor, performs special assignments such as developing reports that could involve the analysis and evaluation of information from a number of different sources within the office and from outside sources

Receives visitors and directs telephone and online queries regarding the full scope of Library services and programs

Preforms other duties as assigned

Qualification

Microsoft Office 365Budget trackingAdministrative supportResearch skillsCustomer serviceWritten communicationProblem-solving

Required

The incumbent must possess a minimum of two (2) years of experience working in an office setting as an administrative assistant or clerical assistant or other experience in planning and managing meetings, projects, or events

Must possess a High School Diploma or a certificate of equivalency (GED) issued by a recognized department of education

Skill in operating a personal computer and various software packages in the execution of administrative support functions including Microsoft Office 365 (Word, Excel, Teams, PowerPoint, etc.)

Knowledge of grammar, spelling, punctuation, and required formats in order to properly prepare effective written communications; to review and edit correspondence; and to draft responses, introductions, and other communications

Knowledge of and skill in applying the regulations and procedures regarding District government purchasing

Knowledge of and skill in applying budget tracking and monitoring best practices

Skill in conducting basic research for special assignments

Knowledge of and analytical ability to identify and resolve issues or problems of a procedural or factual nature

Knowledge of standard administrative work practices in order to maintain files, prepare correspondence, prioritize work and meet schedules and deadlines