Administrative Specialist - Spectra Tech, LLC

Description/Job Summary

Spectra Tech is a recognized leader in providing Technical and Program Management Services, Information Technology, and Logistics Services and Support.

We have enabled our Government and Commercial clients to achieve their organizational initiatives through the application of high quality, innovative, and cost effective professional services and solutions.  Spectra Tech offers an excellent compensation package which includes insurance (medical, dental, etc.), paid leave, 401k plan and more. We are committed to the diversity we bring to the marketplace by being an EEOC/AA employer (M/F/D/V) who believes customer satisfaction comes first.

JOB DESCRIPTION

Spectra Tech-LLC is currently seeking an Administrative Specialist to work with our government client at White Sands Missle Range, NM.  This position will interact with a wide range of program staff, DoD and military personnel.   In addition, the Administrative Specialist will have front line contacts with internal and external customers requiring active problem solving and exceptional communication and interpersonal skills.

Tasks include but are not limited to:

• Creates, customizes, prepares, and maintains presentations, briefing charts, and documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
• Reviews and modifies correspondence for internal consistency and conformance.
• Maintains and updates the calendar of the Government office manager within the specialist's assigned branch(s) using computer software (e.g., Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues.
• Coordinates and supports meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.
• Schedules accommodations for meetings, records lunch requests for meetings with outside guests, notifies attendees, coordinates Video Teleconference Conference requirements, and handles any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).
• Obtains and delivers read ahead material for office manager's scheduled meetings and distributes to attendees.
• Prepares travel orders; arranges travel and lodging arrangements; arranges and coordinate a schedule for visits.
• Maintains conference room reservation schedules for the purpose of coordinating meetings, visits and appointments.
• Enters data and maintains office databases such as organizational charts, personnel accountability, travel, training, and budget.
• Enters and maintains professional data in the eARL metrics database.
• Manages and maintains office files in accordance with Army Records Information Management System (ARIMS) for auditing purposes.
• Collects, reviews, archives forms (such as leave requests, employee work schedules, and telework applications), and enters data into the timekeeping system for branch chief review.
• Coordinates, defines structure and organizes electronic materials, presentations and documents using databases, servers and SharePoint sites.
• Prepares property turn-ins and requisition orders (including Information Technology Approval System (ITAS) waivers).
• Prepares, reviews and processes training requests, travel orders, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature.
• Gathers and organizes completed personnel documents and delivers completed document packages for personnel actions to include civilians, contractors, students, guest researchers, post-doctoral researchers, fellows, etc.
• Responds to administrative queries and taskers by the established deadline. Keeps accurate records of final disposition of each action and inform the respective action officer of results.
• Receives and screens visitors and phone calls. Professionally answer phone lines, take messages, and refer calls and visitors to appropriate staff.
• Operates shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests.
• Follows all Standard Operating Procedures (SOPs) and Internal Operating Procedures (IOPs) related to duties such as personnel accountability, security, and safety.
• Prepares and reviews correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Makes corrections and retypes as necessary.
• Utilizes existing financial and business systems such as General Fund Enterprise Business System (GFEBS) in roles such as Business Intelligence (BI) Budget Reporter, Purchase Requisition Processor and BI Managerial Reporter to enter data for purchase requests (PRs), Military Interdepartmental Purchase Requests (MIPRs) and transfer of funds. Interfaces with branch, division or directorate personnel to develop and coordinate purchase request information and data needed to execute purchase requests within GFEBS.
• Participates as a member of Integrated Product Team (IPTs) or groups developing changes or improvements to administrative processes and procedures.
• Disseminates information and provides guidance to staff and administrative personnel in subordinate offices for clerical and administrative matters to ensure compliance with procedural requirements and instructions.
• Reviews and revises administrative procedures (SOPs and IOPs) and policies for standardization.
• Trains subordinate contractual administrative staff (when necessary) on the standard databases, SOPs, and IOPs.
• Serves as the office administrative point of contact for internal and external non-technical and administrative requests or taskers.
• Participates in administrative aspects of mission-essential projects from inception to completion, which may include project schedules and reviews, status reports, milestone reviews, and assess cost-benefit analyses for approval by ARL personnel according to established ARL and Army policy.
• Facilitates and coordinates procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to established ARL or Army policy.
• Perform duties of the Administrative Specialist I and II.
• Provide administrative support to executive or equivalent level personnel.
• Participate or support organizational projects which may include project schedules and reviews, status reports, milestone reviews, and cost-benefit analysis.
• Facilitate and coordinate procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to SOPs or IOPs.
• Serve as office administrative point of contact for non-technical and administrative requests in response to higher headquarters.
• Plan and coordinate administrative and technical training and developmental opportunities.
• Review and analyze administrative policies; clarify complex and confusing guidelines.
• Create and maintain multiple office databases.

MINIMUM QUALIFICATIONS

• A minimum of one (1) year of specialized experience as an Administrative Specialist or in a comparable job description.
• .  Relevant college courses or training may be substituted for experience.
• Knowledge and experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.
• Ability to effectively communicate orally and in writing with internal and external organizations.
• Experience operating standard office equipment, to include telephones, copy machine, scanners, facsimile machine, computers, printers, and shredders.
• Ability to interpret, implement, and provide guidance in support of SOPs and IOPs.
• Ability to research and gather information; verify and analyze data.
• Experience using current business management tools and databases such as eARL; GFEBS; Automated, Time, Attendance and Production System (ATAAPS); Defense Travel System (DTS) or any successor systems.

CLEARANCE REQUIREMENTS

MUST HAVE A SECRET CLEARANCE.  Applicants selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information.  Accordingly, U.S. Citizenship is required.