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:

• Prepare and/or edit organizational charts, memos and other general office documents and material as required;

• As assigned, attend meetings and capture and distribute minutes derived from the meetings;

 • Assist the Division Chiefs with travel support;

 • Draft course cables utilizing templates and the Government's cabling system (SMART);

• Generate reports from data provided as assigned;

• Create and maintain electronic and hard copy centralized division files in areas such as the budget, travel, and general correspondence;

• Provide project support and other administrative support as required;

• Track and monitor flow of all documents from inception to distribution of final copies;

• Monitor administrative requirements office-wide for the Division Chiefs;

• Assist with ordering office supplies and reporting needed repairs of office equipment;
• Serves as back-up to the Office Manager for conducting in- and out-processing procedures for new hire and terminated employees to include assigning workspace, issuing cell phones, generating documentation for computer access and IDs and access programming for all ATA personnel;

• Assist with preparing general office documents and material as required;

• 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;

• Assist the EAA in coordinating information for the WAR;

• Manage administrative needs, to include the calendar of appointments for conferences and meetings for Division Chiefs; ensure their travel arrangements are completed;

• Other administrative duties as directed/required by the supervisor;

• Serves as primary back-up in the absence of the Office Manager;

• Serves as primary back-up in the absence of the Executive Administrative Assistant;(Order of precedence as primary back-up is as the Office Manager over the Visa/Passport Coordinator and Course Materials Assistant.);

• Serves as secondary back-up in the absence of the Visa/Passport Coordinator and Course Materials Assistant.

Professional Qualifications/Skills:

• Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;

• Associates degree or three years of increasingly responsible administrative experience may be substituted for education;• Must be organized and have excellent oral and written communication skills;  Subcontract GBC6-046 20

• Ability to handle multiple tasks simultaneously;

• Knowledge of office policies, practices and procedures;

• Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint); • Experience working with databases is a plus;

• Ability to work independently.