Administrative Specialist II

Overview: The Administrative Specialist II provides professional administrative support to the day-to-day operations of the division, relieving senior personnel of many administrative tasks.

Primary Responsibilities: Applies working knowledge of technical literature and various style guides, including customer specifications to documentation and publication standards; Coordinates documentation such as technical reports, staff studies and working papers; Provides reference, document delivery, on-line research and referral services; Directs information services, oversees production of publications and investigates and implements best ways to produce documentation electronically; Interfaces with technical professionals in the writing, editing and publication of various types of documents; Tracks and monitors the flow of documents from inception to distribution of final copies and provides quality assurance checks for all document deliverables; Identifies and corrects problems as they arise; Utilizes appropriate computer software for document preparation and production; Order and maintain office supplies; Maintain an updated office telephone directory; Count office surveys and prepare quarterly reports; Conduct daily morning attendance report of employees; Proof contractors' and government employees' timesheets weekly and submit to the appropriate individuals; Maintain Reserve It applications for reservations of conference rooms and meeting spaces and ensure space is unlocked and in order for scheduled events; Prepare memoranda; Send out reminders for meetings etc. to staff; Answer telephones, take messages/direct calls to appropriate personnel; Set up meetings for management; Other duties and tasks of increasing responsibility as may be assigned. Supervisory Responsibilities:

There are no supervisory responsibilities associated with this position. Education and/or Experience: Must have High School Diploma and at least three (3) years of job-related experience or equivalent.

Minimum 1 year experience of Administrative Specialist I or equivalent experience. Knowledge, Skills, and Abilities: Excellent oral and written communication skills.

Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint). Must be highly organized and have excellent oral and written communication skills in order to interact with division personnel and other government agencies at all levels. Ability to work independently. Ability to handle multiple tasks simultaneously.

Ability to communicate effectively orally and in writing. Knowledge of office policies, practices and procedures. Certificates, Licenses, Registrations:

Must have a valid US Passport Security Clearance: SECRET Level Required Must have a current United States Government SECRET Personnel Security Clearance or be able to successfully complete a U.S. government administered Investigation. Must be a U.S.

Citizen.

Must be able to maintain a U.S. Government SECRET clearance. Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell.

The employee must occasionally lift and or move up to 25 pounds. Work Environment: General office environment.