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Cayuse Holdings · 14 hours ago

Administrative Specialist Level II

Washington, DC

Full-time

Onsite

Mid, Senior Level

$24.03/hr - $33.65/hr

5+ years exp

Cayuse Holdings is seeking an Administrative Specialist Level II to support their administrative management office. The role involves interpreting administrative policies, developing local procedures, and advising management on administrative issues while fostering a collaborative work environment.

Finance

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Performs tasks in the administrative management of the office. This may include interpreting administrative policies, developing and implementing local policies, defining administrative requirements, and providing advice to management on related issues

Independently performs administrative management functions that service office requirements and takes the lead in resolving administrative problems

Applies new policies, provide advice on requirements, maintains administrative systems, and prepares administrative paperwork

In fulfilling these responsibilities, performs a wide variety of technical and program management tasks and assignments in support of office, project and program functions

Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary

Greet visitors, receives, and directs calls to relevant staff members. Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated, and subsequently ensures that such action is completed as quickly as possible. Follows up and ensures outstanding issues are addressed

Reviews outgoing correspondence for compliance with established policy and consistency with organizational procedures. As requested, makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate. Instructs and assists staff members regarding correct procedures to follow in preparing correspondence

Assembles information to be used for reports or responses to inquiries and composes correspondence not requiring technical knowledge

Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations. Oversees the preparation of meeting minutes, presentations, and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents

Utilizes Power Point, Excel, and Access computer programs in order to prepare files, charts and slides, for high level managerial presentations, to update, budget presentations, management and training seminars. Plans, initiates, develops, and verifies charts, slides, etc. through all stages for final presentation. Reviews and analyzes the data for technical accuracy and makes final recommendations and modifications to the exhibits

Performs work involving the collection, compilation, research, and/or tracking of data and programs information in support of various OPR program functions. This effort involves coordination and consultation with technical employees and managers across divisional lines within OPR and occasionally with similar employees in other bureaus

Gathers information, identifies, and analyzes issues, and develops recommendations to resolve problems and situations in workflow, work distribution, and organizational administration

Assists with procurement tasks for the office, prepares procurement requests, and prepares and reviews purchase order for supplies and non-expendable property necessary to the effective functioning of the office

Depending upon department or business needs, responsibility may include answering service calls from building occupants, entering data into computerized maintenance management system including service calls, request for work authorizations to dispatch technicians who maintain the facility

Coordinates property management to ensure non-expendable property is labeled and accounted for in the Integrated Logistics Management System. Submits purchase requests for contract services through the automated procurement request system (Ariba) and completes annual property reports

Provides program and management analysis and support to ensure proper financial and procurement procedures are followed, per the FAM. Works closely with Budget and Finance subject matter experts to ensure all documentation for project expenditures are done correctly and tracked properly and updates the financial plan

Other duties as assigned

Qualification

Microsoft Office proficiencyProblem-solving skillsAdvanced writing skillsContract document managementFinancial managementAutomated program management systemsBachelor’s degree

Required

Five (5) years increasingly responsible administrative assistant/ secretarial experience (preferably includes 2 years to executive level management)

One (1) year of specialized experience which included use of quantitative and qualitative techniques for analyzing and evaluating complex mission-oriented programs and projects for an organization

Top Secret Security Clearance Required

Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment

Must possess problem-solving skills

Skills to complete tasks in creative and effective ways and apply an advanced understanding of the organization and its functional policies and processes

Ability to manage dynamic calendars for management including event planning with external vendors, advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed

Requires ability to learn and apply an advanced understanding of a large, complex organization and its customers

Communicating, both verbally and in writing, to provide guidance and instruction related to facilitating the acquisition process (i.e., justifying, negotiating, and resolving controversial issues and problems)

Ability to respond effectively to customers with a sense of urgency

Proficient in Microsoft and Adobe toolsets, including Excel, Word, PowerPoint, Acrobat, etc

Highly motivated with the ability to handle and manage multiple tasks at any one time

Ability to forge new relationships, individual and teaming in nature

Must be a Self-starter, that can work independently and as part of a team