Administrative Operations Specialist I - AMS Usaid

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SUMMARY

The Administrative Operations Specialist I plays a vital role in supporting the United States Agency for International Development's (USAID) Bureau for Europe and Eurasia (E&E), Administrative Management Services Office. Serves as a key point of contact for Records Management, Unit and Safety Health, Continuity of Operations Plan, Occupant Emergency, and Correspondence Control. Based in the Washington, DC area, the Administrative Operations Specialist I provides essential support to a federal client, ensuring seamless operations and compliance across various administrative functions.

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.

ESSENTIAL REQUIREMENTS

Must be able to obtain and maintain a Secret clearance which requires U.S. Citizenship.

KEY DUTIES AND RESPONSIBILITIES

Essential Duties and responsibilities include the following. Other duties may be assigned.

Records Management

• Lead Records Management Initiatives: Serve as the go-to coordinator for E&E, guiding offices on compliance and best practices in records management. Attends all meetings on records management.

• Strategic Documentation: Identify, create, and preserve crucial records that document our organization's key functions, decisions, and transactions.

• Compliance Champion: Ensure all records adhere to NARA standards, managing their lifecycle from creation to final disposition.

• Team Collaboration: Support staff with records management processes, enhancing efficiency and adherence to policies.

Unit and Safety Health Representative

• Safety Advocate: Serves as a member of the E&E Safety Health team for all safety and health matters within E&E, guiding offices on compliance and best practices as it relates to safety. Attends all meetings on safety.

• Proactive Inspections: Conduct and document regular safety inspections, identifying and addressing potential hazards.

• Training and Education: Develop and deliver engaging safety training sessions, promoting a culture of safety and awareness.

• Hazard Mitigation: Lead efforts in hazard abatement, ensuring a safe and compliant workplace for all employees.

Continuity of Operations Coordinator (COOP)

• COOP Leader: Serves as a member of the Continuity of Operations Planning team, ensuring our organization remains resilient and operational during disruptions. Attends all meetings on COOP.

• Strategic Coordination: Work closely with the COOP Team to identify essential functions and critical systems for the bureau and senior leaders.

• Training Excellence: Ensure all staff are trained and ready to execute continuity plans effectively.

• Plan Management: Maintain and update the Continuity Implementation Plan and required documents to ensure E&E's information is always current and actionable.

Occupant Emergency Coordinator (OEP)

• Emergency Preparedness Advocate: Serves as a point of contact for all occupant emergency matters, ensuring our staff are prepared for any situation. Attends all meetings on OEP.

• Communication and Training: Secure and maintain communication equipment, and train new employees on emergency protocols.

• Team Coordination: Maintain an up-to-date roster of emergency personnel and ensure they are easily identifiable during emergencies.

• Procedure Oversight: Regularly review and update emergency procedures and work with the rest of the OEP team to nominate personnel for key emergency roles.

Correspondence Control Contact (CCC)

• Task Management Pro: Manage the E&E Tasker Mail List, ensuring incoming tasks are logged, assigned, and tracked efficiently.

• Clearance Facilitator: Work with Office Directors to ensure all clearance documents are processed and meet deadlines.

• Quality Control Specialist: Ensure the seamless flow of critical Agency documents, maintaining high standards of accuracy and timeliness.

• Training and Organization: Conduct internal training on the clearance process and keep the Bureau Resources Google Drive Hub organized and up-to-date.

Plans daily activities within the guidelines of company policy, job description and supervisor's instruction in such a way as to maximize personal output.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

High school diploma or general education degree (GED) and a minimum of 5 years' relevant experience and/or training, or equivalent combination of education/experience.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.

CNI CORE COMPETENCIES

Responsible for the integration of CNI Core Competencies into daily functions, including commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.

COMPLIANCE

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.

EOE including Disability/Vet

CNI offers a comprehensive benefits package that includes:

• Medical

• Dental

• Vision

• 401(k)

• STD/LTD/AD&D

• Employee Assistance Program (EAP)

• Paid Time Off (PTO)

• Training and Development Opportunities

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