Administrative Support Specialist at Altec Resource Group

Job Summary:

Administrative Operations & Documentation Management

• Plan, develop, and coordinate administrative and management functions to support departmental goals.
• Prepare letters, memoranda, reports, and other official documents using electronic mail, calendar systems, and various software packages.
• Manage the operational schedule of the Executive Service office and direct administrative functions.
• Input and retrieve information from databases, and compile, interpret, and present data for departmental reviews.
• Route work orders and requests to appropriate functions, maintaining oversight of project milestones and resource allocation.
• Establish and maintain database records for tracking objectives and resource use.

Office Policy & Procedure Management

• Conduct studies of office activities, functions, and procedures to assess effectiveness and compliance.
• Recommend policy or procedural changes to supervisors to improve office operations.
• Establish, review, and update office procedures, ensuring all staff adhere to organizational standards.
• Review and analyze administrative policies, resolving conflicts and refining processes to enhance efficiency.
• Provide guidance to subordinate teams on office operations and respond to administrative inquiries.
• Manage administrative accountability, including timekeeping, manpower controls, and systems like DMHRSI (Defense Medical Human Resources System-Internet).

Human Resources Support & Employee Coordination

• Assist management with recruitment, reassignments, grievances, and other HR-related matters.
• Act as a liaison with Human Resources on recruitment initiatives, training, employee evaluations, and performance standards.
• Provide support for pay-related issues and offer additional assistance to handicapped employees.
• Assist in monitoring quality assurance inspections, updating employee position descriptions (PDs), managing the employee of the month program, and conducting monthly contract assessments.
• Act as a point of contact for IT-related issues and ensure timely ordering of supplies.
• Serve as the training coordinator, ensuring all employees comply with mandatory training requirements.

Office Scheduling, Communication & Correspondence

• Maintain office calendars, arrange meetings, conferences, and training events, and document meeting minutes.
• Prepare travel orders, manage travel arrangements, and coordinate visit schedules and security arrangements.
• Review outgoing correspondence for formatting, accuracy, and completeness, ensuring compliance with policies before final submission.
• Compose official correspondence from brief instructions and resolve conflicts in content or policy.
• Screen calls and visitors, filtering correspondence to prioritize tasks for the supervisor and redirecting others to the appropriate staff.
• Maintain electronic and physical filing systems in line with records management procedures.
• Oversee office publications and directives, ensuring updates are made regularly.
• Handle all incoming and outgoing mail, including special handling such as certified, registered, and express mail.

Supervisory Responsibility: No

Skills & Abilities:

• Proficiency in office software (e.g., Microsoft Office Suite) and database management systems.
• Strong written and verbal communication skills, with attention to detail in document preparation and review.
• Ability to manage multiple tasks and projects, prioritizing workflow for maximum efficiency.
• Experience with timekeeping systems such as DMHRSI, as well as managing office resources.
• Exceptional organizational skills, including the ability to maintain accurate records and manage calendars.

Education/Experience:

• High school diploma or GED 
• 1+ years of experience providing administrative support to a government agency or organization

Certification(s): 

• N/A

Clearance:

Must have a Secret security clearance and be able to maintain.