Administrative Specialist (0002)

OCT Consulting, LLC; United States; Hybrid; USD 45,000 - 58,000; Full time

Benefits offered by this job

Medical, Dental, Vision insurance

401K retirement plan

Paid Time Off and Holidays

Life Insurance

Training Benefits

Job summary

OCT Consulting, LLC is seeking an Administrative Specialist to support Federal Government clients with diverse administrative, clerical, and logistical tasks. The role includes calendar coordination for senior leadership, meeting support, travel arrangements, records management, and IT/GFE coordination in a fast-paced government environment.

The position offers partial telework (~60%) with potential transition to full on-site in Washington, DC.

Qualifications

• U.S. Citizenship or Lawful Permanent Residency required.
• Bachelor's degree (BA/BS) from an accredited institution required.
• Minimum three (3) years of relevant administrative or executive office support experience; federal government experience preferred.
• Must be able to obtain and maintain a Tier 1 background investigation (FBI fingerprint check).
• Location flexibility including ~60% telework with potential transition to full-time on-site in Washington, DC.

Responsibilities

• Manage complex calendars and scheduling for senior leadership.
• Coordinate on-site and remote meetings, prepare materials, and document meeting minutes.
• Oversee office space logistics, seating charts, and facility work orders.
• Coordinate IT/GFE processes, government email accounts, and software licenses.
• Analyze data, maintain tracking, and assist with Monthly Status Reports (MSR).
• Coordinate domestic and international travel using federal travel systems (e.g., Concur).
• Receive and distribute mail, manage office supplies, and process shipments.
• Review and edit official correspondence and briefing books to ensure accuracy.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Education

Bachelors degree (BA/BS)

Tools

Microsoft Publisher

Concur travel system

Job description

ADMINISTRATIVE SPECIALIST

OCT Consulting is a business management and technology consulting firm that supports Federal Government clients. We provide consulting services in the areas of Strategy, Process Improvement, Change Management, Program and Project Management, Acquisition/Procurement, and Information Technology.

Responsibilities and Duties

The Administrative Specialist will execute a diverse array of administrative, clerical, and logistical tasks and related requirements. Specific duties include:

• Calendar & Scheduling Coordination: Manage complex schedules for senior leadership within the HCA organization. Oversee calendar coordination for 1102 series hiring interviews, schedule Warrant Board mock interviews, and coordinate logistics for scheduling and escorting interviewees within tight federal hiring timelines.
• Meeting & Event Support: Facilitate and coordinate on-site and remote meetings, workshops, and conference calls. Tasks include reserving meeting rooms, arranging audiovisual equipment, preparing and distributing briefing materials, and drafting, formatting, and transcribing accurate meeting minutes.
• On-Site Office & Space Management: Manage office space logistics, track cube assignments, coordinate return-to-office seating charts using Microsoft Publisher or similar tools, and submit/track facility work orders for maintenance and equipment repair.
• IT & GFE Coordination: Manage inventory spreadsheets for Government-Furnished Equipment (GFE), coordinate laptop requests, submit tickets for IT and network troubleshooting, and assist team members with obtaining government email accounts and Microsoft Office Suite licenses.
• Data Calls & Reporting: Analyze data, maintain administrative tracking spreadsheets, gather information, and assist with running recurring and ad-hoc data calls from internal and external stakeholder organizations. Help compile and organize inputs for Monthly Status Reports (MSR).
• Travel Coordination: Act as the travel preparer for senior staff using federal travel systems (such as Concur). Make domestic and foreign travel arrangements based on staff preferences, monitor approvals, compile travel projections, process travel vouchers, and maintain real-time travel expenditure tracking spreadsheets.
• Supply & Mail Management: Monitor, inventory, and order office supplies for personnel at the government facility. Receive, log, and distribute incoming mail and packages, and coordinate outbound shipping and overnight mail requisitions (such as Federal Express).
• Records Management & Document Editing: Review, proofread, and format official correspondence, reports, manuscripts, and briefing books to ensure typographical accuracy and proper adherence to correspondence guidelines. Organize and maintain administrative and program files in accordance with federal records retention schedules.

• Citizenship: Must be a U.S. Citizen or Legal Permanent Resident. U.S. Citizenship is strictly required for positions requiring access to IT systems and network credentials.
• Education: A bachelor's degree (BA/BS) is required from an accredited institution (preferred).
• Experience: A minimum of three (3) years of relevant administrative, clerical, or executive office support experience is required. Prior experience supporting federal government agencies is required.
• Technical Skills: Strong command of basic Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) is required. Specific proficiency in Microsoft Excel/Access for data tracking and Microsoft Publisher for seating charts and graphics is preferred.
• Security Clearance: Must be able to undergo and successfully complete a qualifying Tier 1 background investigation (including a favorable FBI fingerprint check). Current or active favorable Tier 1 investigation is highly preferred.
• Location & On-site Requirements: This position is currently ~60% telework with potential to switch to full time on-site in Washington, DC.

Salary Range: $45,000 - $58,000 yearly commensurate with experience, education, etc.

OCT offers competitive compensation packages and a full suite of benefits which includes:

• Medical, Dental, and Vision insurance
• Retirement savings 401K plan provided by an industry leading provider with 3% employer contributions of the employee’s gross salary
• Paid Time Off and Standard Government Holidays
• Life Insurance, Short- and Long-Term disability benefits
• Training Benefits