Administrative Specialist II

One Federal Solution; Washington (District of Columbia); On-site; USD 50,000 - 90,000; Full time

Job summary

An innovative professional services provider seeks an Administrative Specialist II to enhance operational efficiency for federal clients. This role involves a variety of administrative tasks, including correspondence management, document coordination, and procurement support. Ideal candidates are proactive, organized, and thrive in fast-paced environments. Join a company known for its commitment to excellence and support for Defense and Civilian agencies, where your efforts will significantly impact organizational success. This position offers a unique opportunity to contribute to high-level managerial activities while developing your professional skills.

Qualifications

• 5+ years of administrative experience, with at least 2 years supporting executives.
• Strong written and verbal communication skills are essential.

Responsibilities

• Compose correspondence and manage communications efficiently.
• Assist with procurement functions and maintain office operations.

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

Job description

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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 II Education 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.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Defense & Space

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