Administrative Manager

United States Senate; Washington (District of Columbia); Sur place; USD 80 000 - 110 000; Plein temps

Résumé du poste

United States Senate is seeking an Administrative Manager to oversee the administrative operations of the Disbursing Office and provide executive-level support to the Financial Clerk and Assistant Financial Clerk.

The role supervises staff, coordinates procurement, records management, and office operations, ensuring policy adherence and efficient service delivery across the organization.

Qualifications

• An associate's degree and five to eight years of relevant administrative experience.
• Ability to supervise staff, coordinate priorities, and meet deadlines.
• Strong written and oral communication for official documents.

Responsabilités

• Provide executive-level administrative support to Financial Clerk and Assistant Financial Clerk.
• Coordinate calendar management and meeting coordination.
• Oversee administrative and support personnel and workload.
• Manage invoices, payments, and procurement processes.

Connaissances

Administrative support

Office management

Staff supervision

Calendar management

Communication skills

Formation

Associate's degree

5–8 years experience

Outils

Office software

Records management systems

Description du poste

NATURE OF WORK

The Administrative Manager oversees the administrative operations of the Senate Disbursing Office and provides executive-level support to the Financial Clerk and Assistant Financial Clerk. The position supervises administrative and support personnel; coordinates correspondence, records management, personnel administration, procurement, and office operations; and ensures the effective implementation of administrative policies and procedures. Working collaboratively with office leadership, managers, and other Senate organizations, the Administrative Manager promotes operational efficiency, consistent service delivery, and effective coordination across the Disbursing Office.

Work is bound by Title 2 and Title 5 of the U.S. Code; Office of Personnel Management (OPM) interpretation and guidelines; Secretary of the Senate policies and procedures; Senate Disbursing Office procedures, practices, and guidelines; the U.S. Senate Handbook; the Senate Ethics Manual, and requires independent judgment in setting priorities and handling assignments.

ESSENTIAL FUNCTIONS

Provide executive-level administrative support to the Financial Clerk and Assistant Financial Clerk, including calendar management, meeting coordination, preparation of correspondence and briefing materials, and tracking of ongoing initiatives and assignments. Serve as a central point of coordination for administrative matters involving the Disbursing Office leadership and its departments. Research issues, develop recommendations, maintain administrative records, and ensure timely follow-through on assignments and requests. Provide administrative support to managers and staff across the organization. Oversee the preparation, review, distribution, and maintenance of official correspondence and internal communications on behalf of Disbursing Office leadership and departments. Coordinate organization-wide communications, including policy announcements, procedural updates, and other notices to internal and external stakeholders. Maintain organized records of correspondence, precedents, and policy communications to support consistency and accuracy. Coordinate with managers to establish timelines, gather information, and ensure communications are complete, accurate, and distributed appropriately. Supervise assigned administrative and support personnel, establishing work priorities, coordinating assignments, monitoring workload and performance, and ensuring the timely and accurate completion of responsibilities. Develop staff schedules, provide training and guidance, and promote cross-training and continuity of operations. Oversee administrative support for interns and other temporary personnel, as applicable, including orientation, work assignments, and compliance with office policies and security procedures. Assist with onboarding and knowledge transfer for new leadership and staff, including orientation to organizational responsibilities, administrative processes, and applicable policies and procedures. Oversee administrative financial activities, including invoice review, verification of supporting documentation, preparation and processing of payment requests, and coordination with vendors to resolve discrepancies. Monitor the status of outstanding invoices and payments, maintain appropriate supporting documentation, and advise leadership on issues requiring attention. Coordinate procurement and purchasing activities to ensure accurate documentation and timely processing in accordance with applicable requirements. Serve as backup for designated financial administration functions supporting the broader Office of the Secretary, as needed, and provide guidance regarding administrative payment processes and related procedures. Oversee the organization, maintenance, retention, and retrieval of paper and electronic records, including confidential personnel, payroll, financial, and administrative information. Ensure documents are properly processed, digitized, classified, and maintained in approved records management systems. Establish and maintain procedures that promote accuracy, consistency, confidentiality, and compliance with applicable records management and information security requirements. Coordinate assigned administrative processes associated with employee appointments, departures, benefits notifications, employment verifications, timekeeping, leave administration, and other personnel-related matters. Monitor the timely submission and accuracy of time and attendance records and leave requests; identify and resolve discrepancies in coordination with employees and managers; and provide relevant information to leadership regarding outstanding issues. Coordinate required employee notifications and respond to routine inquiries regarding administrative policies and procedures, referring matters to the appropriate office or authority when necessary. Support employee recognition programs and other personnel-related administrative initiatives. Manage the day-to-day administrative operations of the Disbursing Office, including office supplies and equipment, mail distribution, telephone and communication services, workspace needs, and general office readiness. Supervise or coordinate the work of assigned support personnel responsible for these functions. Coordinate with internal service providers and other Senate offices on equipment, facilities, office renovations, maintenance, and related projects. Monitor office resource needs, coordinate special orders and equipment inventories, and identify opportunities to improve administrative processes, service delivery, and operational efficiency. Collaborate with the Financial Clerk, Assistant Financial Clerk, and other office leadership to develop, document, communicate, and implement administrative policies and procedures. Provide guidance to managers and staff on established practices, organizational requirements, and changes affecting office operations. Coordinate with other Senate offices and organizational stakeholders to resolve administrative issues, exchange information, and advance special projects. Exercise appropriate discretion when handling sensitive matters and consistently provide responsive, professional, and customer-focused service. Maintain current knowledge of the Disbursing Office’s Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills. Perform other duties as assigned. Provide all customers with the highest level of customer service.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in an office environment and requires the use of normal safety. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, photocopier, and fax machine. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.

MINIMUM QUALIFICATIONS

An associate's degree and five to eight years of relevant administrative, executive support, office management, or related professional experience. Candidates must demonstrate the following knowledge, skills, and abilities: Knowledge of administrative practices, office operations, records management, and procedures for coordinating multiple priorities, assignments, and deadlines. Ability to supervise and coordinate staff, establish work priorities, delegate assignments, monitor performance, and ensure the timely and accurate completion of work. Ability to provide administrative support to senior leadership, manage executive schedules, coordinate meetings and assignments, and anticipate and address competing demands. Ability to communicate clearly and professionally, both orally and in writing, and to prepare, review, and coordinate correspondence, reports, and other official documents. Ability to use computers, standard office software, and electronic information management systems to organize records, process information, and support administrative operations. Ability to exercise sound judgment, make decisions independently within established guidelines, resolve routine administrative issues, and identify matters requiring management attention. Ability to establish and maintain effective working relationships with senior officials, colleagues, external stakeholders, and the public while demonstrating professionalism, tact, and diplomacy. Ability to appropriately handle sensitive information and confidential personnel, financial, and administrative matters. Ability to review information and documentation for accuracy, maintain organized records, and ensure work is completed in accordance with established procedures and requirements. Preferred Qualifications: Experience supporting senior executives or managing administrative operations in a complex organization. Experience supervising employees, coordinating workloads, and supporting staff development. Familiarity with the United States Senate, the legislative branch, or comparable governmental operations. Ability and willingness to learn Senate policies, procedures, organizational responsibilities, and legislative processes.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS

None.