The Executive Administrative and Management Specialist supports the ATA program in an administrative capacity. He/she primarily provides administrative support to the ATA Deputy Assistant Director (DAD), and the Acquisitions Management Team by maintaining schedules, coordinating with other entities outside of ATA, writing and tracking documents, maintaining front office suspense documents and files, and arranging other executive level activities. Duties encompassing, but not limited to the following, updating and maintaining appointment calendars, appointments, and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, time and attendance, in/out-processing of employees, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining data bases, conducts work simplifications and measurement studies, and prepares operational guides to assist the office in operating more efficiently and effectively.
Primary Duties:
- Maintain the ATA DAD's and Acquisitions Management Team schedules and office events;
- Prepare and/or edit organizational charts;
- Prepare cables, memoranda, letters, briefing papers, etc.; draft routine correspondence; proofread documents received from other offices for the DAD's signature; organize and prioritize documents directed to office;
- Track deadlines and assigned, official taskers;
- Monitor ATA administrative requirements and coordinate administrative matters with other Department of State offices;
- Arrange official travel and assist in the preparation of travel vouchers for the ATA DAD and other direct hire, front office staff (FS, GS, and PSC);
- Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;
- Receive visitors;
- Screen and facilitate telephone inquiries;
- Order office supplies and equipment;
- Coordinate building and office equipment support requirements;
- 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;
- Oversee time and attendance records for direct hire government employees using WebTATEL software; assist other Administrative Assistants as necessary including training, system access, and back-up coverage;
- Manage and maintain the office filing system, databases, executive correspondence, and policy papers, working to incorporate digital records as permitted.
- Responsible for receipt and distribution of office mail and preparation of interoffice and external mail to include US domestic/foreign mail FedEx, UPS, etc.;
- Support CORs in tracking and maintaining contract files and folders.
- Review and track Third-Party Contractor's (TPC's) telework agreements
- Track and report TPC badging request, telework agreements, training requirements, etc.
- Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, scanners, etc.);
- Oversee in- and out-processing procedures for ATA new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs, and access control programming;
- Coordinate building and facilities maintenance with DS/EX, GSA Property Management, Redwood Property Management, vendors and outside contractors;
- Maintain working group notes and assist chairs with scheduling;
- Coordinate the weekly activity reports (WAR);
- Generate documentation and submit registration for ATA staff training;
- Other administrative duties as directed by the ATA DAD;
- Serves as back-up for other Administrative Assistants throughout the Training Directorate.
- Maintain the TMD Division Chief's schedule;
- Track deadlines and assigned, TMD division taskers;
- As assigned, attend meetings, and capture and distribute minutes;
- Draft cables utilizing templates and the Government's cabling system (SMART);
- Performs other related duties as assigned
Additional Duties: 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:
- Maintain the Division Chief's schedule;
- Track deadlines and assigned, division taskers;
- Prepare and/or edit organizational charts, memos, reports, and other general office documents and material as required;
- As assigned, attend meetings, and capture and distribute minutes;
- Arrange official travel and assist in the preparation of travel vouchers for the Division Chief and other direct hire, division staff (FS, GS, and PSC);
- Draft cables utilizing templates and the Government's cabling system (SMART);
- Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;
- Receive visitors;
- Screen and facilitate telephone inquiries;
- Order office supplies and equipment;
- Coordinate building and office equipment support requirements;
- 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;
- Oversee time and attendance records for direct hire government employees using WebTATEL software; assist other Administrative Assistants with back-up coverage;
- Manage and maintain the division's filing system and databases, working to incorporate digital records as permitted;
- Responsible for receipt and distribution of office mail and preparation of interoffice and external mail to include US domestic/foreign mail FedEx, UPS, etc.;
- Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, scanners, etc.);
- Oversee in- and out-processing procedures for the division's new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs, and access control programming;
- Coordinate with the ATA Executive Administrative Assistant for building and facilities maintenance requests;
- Maintain working group notes and assist chairs with scheduling;
- Coordinate the weekly activity report (WAR);
- Generate documentation and submit registration for ATA staff training;
- Other administrative duties as directed by the Division Chief;
- Serves as back-up for the ATA Executive and Division-level Administrative Assistants.
- Track and monitor flow of all documents from inception to distribution of final copies;
Professional Qualifications/Skills
- MUST be US citizen and possess or be able to obtain a SECRET clearance;
- Bachelor's degree or equivalent experience (five years of equivalent experience performing executive administrative support may be substituted for education);
- Must be tactful, highly organized, and have excellent oral and written communication skills;
- Ability to handle multiple tasks simultaneously;
- Experience in decentralized training programs is desirable;
- Proficiency in the use of MS Office 2000 or MS Office Suites software (Word, PowerPoint, Excel) and basic desktop publishing;
- Knowledge of office policies, practices and procedures;
- Experience working with databases;
- Ability to work independently.
- Knowledge of the Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations (DOSAR), and other Department procurement regulations, policies, and procedures;
- Maintains professional competence and specialized knowledge base by keeping abreast of emerging themes and best practices;
- Knowledge of and skill in applying analytics and evaluation techniques in order to plan, schedule and conduct studies and analyses of management functions or programs;
- Knowledge of substantive programs, goals, pertinent laws, and policies in order to analyze and assemble information; and knowledge of management and organizational techniques, systems and procedures to perform analytical studies;
