Administrative Support Specialist

Overview

Diverse Systems Group LLC is seeking a skilled and Administrative Support professional who will be responsible for planning coordinating and performing a variety of administrative functions in support of the departments operations. This role ensures the efficient execution of office management duties including communication documentation scheduling and various support tasks while providing key assistance to the senior management and staff within the Logistics department at Walter Reed National Military Medical Center.

Job Summary:

Administrative Operations & Documentation Management

• Plan develop and coordinate administrative and management functions to support departmental goals.
• Prepare letters memoranda reports and other official documents using electronic mail calendar systems and various software packages.
• Manage the operational schedule of the Executive Service office and direct administrative functions.
• Input and retrieve information from databases and compile interpret and present data for departmental reviews.
• Route work orders and requests to appropriate functions maintaining oversight of project milestones and resource allocation.
• Establish and maintain database records for tracking objectives and resource use.

Office Policy & Procedure Management

• Conduct studies of office activities functions and procedures to assess effectiveness and compliance.
• Recommend policy or procedural changes to supervisors to improve office operations.
• Establish review and update office procedures ensuring all staff adhere to organizational standards.
• Review and analyze administrative policies resolving conflicts and refining processes to enhance efficiency.
• Provide guidance to subordinate teams on office operations and respond to administrative inquiries.
• Manage administrative accountability including timekeeping manpower controls and systems like DMHRSI (Defense Medical Human Resources System-Internet).

Human Resources Support & Employee Coordination

• Assist management with recruitment reassignments grievances and other HR-related matters.
• Act as a liaison with Human Resources on recruitment initiatives training employee evaluations and performance standards.
• Provide support for pay-related issues and offer additional assistance to handicapped employees.
• Assist in monitoring quality assurance inspections updating employee position descriptions (PDs) managing the employee of the month program and conducting monthly contract assessments.
• Act as a point of contact for IT-related issues and ensure timely ordering of supplies.
• Serve as the training coordinator ensuring all employees comply with mandatory training requirements.

Office Scheduling Communication & Correspondence

• Maintain office calendars arrange meetings conferences and training events and document meeting minutes.
• Prepare travel orders manage travel arrangements and coordinate visit schedules and security arrangements.
• Review outgoing correspondence for formatting accuracy and completeness ensuring compliance with policies before final submission.
• Compose official correspondence from brief instructions and resolve conflicts in content or policy.
• Screen calls and visitors filtering correspondence to prioritize tasks for the supervisor and redirecting others to the appropriate staff.
• Maintain electronic and physical filing systems in line with records management procedures.
• Oversee office publications and directives ensuring updates are made regularly.
• Handle all incoming and outgoing mail including special handling such as certified registered and express mail.

Supervisory Responsibility: No

Skills & Abilities:

• Proficiency in office software (e.g. Microsoft Office Suite) and database management systems.
• Strong written and verbal communication skills with attention to detail in document preparation and review.
• Ability to manage multiple tasks and projects prioritizing workflow for maximum efficiency.
• Experience with timekeeping systems such as DMHRSI as well as managing office resources.
• Exceptional organizational skills including the ability to maintain accurate records and manage calendars.

Education/Experience:

• High school diploma or GED
• 1 years of experience providing administrative support to a government agency or organization

Certification(s):

• N/A

Clearance:

Must have a Secret security clearance and be able to maintain.

Nice to have: N/A