Administrative Specialist 3

Overview

Summary:

As a Secretary III you will play a key role in providing high-level administrative support to executives, senior management, and the broader organization. Your responsibilities will encompass a wide range of tasks, including complex project coordination, strategic planning, and decision-making support.

Responsibilities

Essential Job Functions:

• Performs duties of the Administrative Specialist I and II.
• Provides administrative support to executive or equivalent level personnel.
• Works independently and with teams to advance business operations procedures, methods and tasks.
• Participates as part of integrated product/service teams to analyze and develop or redefine business operations policies and procedures to enhance business Operations.
• Supports the analysis, completion of highly visible taskers and prepares responses to taskers and information inquiries from senior level management.
• Participates or supports organizational projects which may include project schedules and reviews, status reports, milestone reviews and cost-benefit analysis.
• Facilitates and coordinates procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to SOPs or IOPs.
• Coordinates and organizes meetings, workshops, tours or other special events – to include setting up displays pertaining to laboratories and experimental facilities.
• Serves as office administrative point of contact for non-technical and administrative requests in response to higher headquarters.
• Plans and coordinates administrative and technical training and developmental opportunities.
• Reviews and analyze administrative policies; clarify complex and confusing guidelines and provide to ARL personnel for review and approval before dissemination.
• Creates/maintains multiple office databases and systems and leverages existing databases and systems to harvest and share information to reduce administrative burden for technical and business operations teams.
• Coordinates and organizes team meetings and special events for the organization to include, but not limited to, coordinating attendance, amenities, and accommodations at the event.
• Plans and schedules conferences, tours, working lunches, symposiums, and meetings, deconflict schedules of specialized rooms and laboratories for dignitary visits/meetings.
• Coordinates protocol requirements for senior leaders through Directorate functional elements and coordinates Video Teleconference through Directorate CIO/Logistics.
• Creates, customizes, prepares and maintains presentations, briefing charts, and technical and nontechnical documents using computer software (e.g., Microsoft Office Suite), websites, graphical elements, scanned photos and other presentation matter.
• Prepares documentation from draft to final form with direct oversight from, review by and approval from the Government.
• Process and anticipate conference requirements and any other special requirements using existing databases and information portals for meeting/conference/projects and follow through on activities to accomplish the ARL mission.
• Develops and recommends procedures for tracking administrative requirements and recommends a system to continually improve efficiency and performance in these areas.
• Uses current business management tools and databases such as ARL business operations SharePoint portals, Automated, Time, Attendance and Production System (ATAAPS); Defense Travel System (DTS), Army Records Information Management Systems (ARIMS) or any successor systems.
• Utilizes existing financial business systems such as General Fund Enterprise Business system (GFEBS).
• Enters data for purchase requests (PRs), Military Interdepartmental Purchase Requests (MIPRs) and transfer of funds.
• Interfaces with branch, division or directorate personnel to develop and coordinate purchase request information and data needed to execute purchase requests within GFEBS.

Qualifications

Necessary Skills and Knowledge:

• Knowledge and experience using Microsoft Office Suite, specifically Outlook (email/calendars), Power Point, Excel, Word and Teams.
• Ability to effectively communicate verbally and in writing with internal and external organizations.
• Ability to interpret, implement and provide guidance in support of SOPs and IOPs.
• Ability to research and gather information; verify and analyze data.
• Must be able to speak, read, write, and understand English.

Minimum Qualifications:

• High School Diploma or equivalent.
• Minimum of one (1) year of specialized experience as an Administrative Specialist II or in a comparable job description.
• Ability to obtain and maintain a SECRET clearance as a US citizen.

Preferred Qualifications:

• Experience using current business management tools and databases such as eARL, GFEBS, ATAAPS, DTS and TED or any successor systems.

Pay and Benefits

The pay rate for this position is $27 an hour.

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.