Administrative Specialist II

One Federal Solution; Washington (District of Columbia); On-site; USD 50,000 - 80,000; Full time

Job summary

An innovative professional services provider seeks a proactive Administrative Specialist II to support high-level operations for federal clients. In this dynamic role, you will perform a variety of administrative tasks, including document preparation, communication coordination, and procurement support. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational and communication skills. Join a forward-thinking company dedicated to excellence and innovation, where your contributions will directly impact the success of vital government projects.

Qualifications

• 5+ years of administrative experience, including 2 years supporting executives.
• Strong skills in Microsoft Office Suite and managing sensitive information.

Responsibilities

• Compose and format correspondence and documents for high-level meetings.
• Coordinate office procurement and maintain accurate records of expenditures.
• Analyze workflow to improve administrative operations and support management.

Skills

Organizational Skills

Written Communication

Verbal Communication

Attention to Detail

Time Management

Education

Bachelor's degree in Business Administration

Bachelor's degree in Computer Science

Tools

Microsoft Office Suite

Ariba Procurement Platform

Integrated Logistics Management System (ILMS)

Computerized Maintenance Management System (CMMS)

Job description

One Federal Solution is seeking an Administrative Specialist II to support our federal client. The Administrative Specialist II will perform a wide range of administrative functions to support office operations, including preparing correspondence, coordinating communications, supporting document management, and handling procurement-related tasks. The ideal candidate will be organized, proactive, and experienced in supporting high-level managerial activities in a fast-paced environment.

Administrative Specialist II Task and Duties:

• Compose correspondence for signature, refer documents to appropriate staff for action, and follow up as necessary.
• Greet visitors, receive and direct incoming calls to appropriate staff members.
• Follow up on phone conversations and ensure necessary actions are initiated and completed in a timely manner.
• Track and follow up on outstanding matters until resolved.
• Review outgoing correspondence for compliance with policies and procedural consistency.
• Conduct searches for hard-to-find information, compile data, and forward findings appropriately.
• Assist staff with guidance on proper procedures for preparing and formatting correspondence.
• Assemble information for use in reports or responses to inquiries and draft non-technical correspondence.
• Ensure all documents are well-written, properly formatted, timely, complete, and coordinated with affected teams.
• Oversee the preparation of meeting minutes, presentations, reporting documents, and the proper filing of project-related materials.
• Develop and format presentation materials using PowerPoint, Excel, and Access for high-level briefings, including budget and management training seminars.
• Plan, draft, and finalize data visuals and exhibits; verify technical accuracy and recommend modifications as needed.
• Collect, compile, research, and track program-related data across various functions in support of organizational activities.
• Coordinate and consult with technical staff and managers within the division and occasionally across other departments.
• Analyze workflow and organizational processes; identify issues and develop recommendations to improve administrative operations.
• Assist with office procurement functions, including preparing and reviewing purchase orders for supplies and property.
• Depending on office needs, respond to building service calls and enter data into a computerized maintenance management system (CMMS); coordinate technician dispatch and track work requests.
• Oversee property management to ensure all non-expendable property is labeled and accounted for in the Integrated Logistics Management System (ILMS).
• Submit purchase requests for contract services using the Ariba procurement platform and complete annual property inventory reports.
• Support financial and procurement processes in accordance with the Foreign Affairs Manual (FAM).
• Collaborate with Budget and Finance SMEs to ensure accurate tracking and documentation of expenditures and updates to financial plans.

Administrative Specialist IIEducation and Qualifications:

• Bachelor's degree in Business Administration, Computer Science, or a related field is preferred.
• Minimum of five (5) years of progressively responsible administrative or secretarial experience, including at least two (2) years supporting executive-level management.
• One (1) year of specialized experience utilizing quantitative and qualitative techniques to analyze and evaluate complex, mission-oriented programs and projects.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Access.
• Ability to manage competing priorities, maintain attention to detail, and handle sensitive or confidential information.
• Demonstrated ability to work independently and collaboratively in a fast-paced, deadline-driven environment.

About One Federal Solution:
One Federal Solution (OFS) is an innovative Professional Services provider with over 19 years of experience supporting Defense and Civilian agencies. OFS specializes in Business Intelligence, Acquisition and Procurement, and other Professional Services. We are pioneers, builders, thought leaders, and pride ourselves in thinking outside the box to co-create with our customers, helping them achieve excellent enterprise-wide outcomes. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to providing people who deliver high performance and excellence to our government partners.