Admin Specialist

Profile

Job specifications are intended to present a descriptive list of the range of duties performed by employees.  Specifications are
not
intended to reflect all duties performed within the job.
SUMMARY
Arcticom, LLC a subsidiary of **MEMBERS ONLY**SIGN UP NOW***.,
is seeking an experienced Admin Specialist to support the US Department of State.  The Admin Specialist provides a wide variety of human resources-related and other administrative duties in support of the Government leadership. Must have a current Secret Clearance.  
ESSENTIAL DUTIES & RESPONSIBILITIES
Responsibilities
Maintains accurate calendars for the Director and Deputy Office Director; schedule appointments and make necessary arrangements for meetings and conferences;
Processes the Freedom of Information Act (FOIA) and Privacy Act (PA) requests and appeals pertaining to all aspects of the Foreign Service examination, assessment, and employment processes. Collaborates with coordinating bureaus and offices to ensure redactions and exemptions follow government-wide protocol.
Collaborates with the Registrar’s Office to help execute all entry-level Foreign Service personal Orientation classes
Processes requests and coordinates with respective TAC divisions to respond accordingly.
Provides back-up coverage for Time & Attendance
Processes travel authorization requests and provide logistical coordination for official travel for the Director and Deputy Director to include post-travel voucher assistance;
Performs office automation duties using various software applications such as E-Travel, E-Services and E-Performance;
Develops, maintains, and disseminates a variety of accurate and up-to-date tracking mechanisms to ensure that the TAC Front Office meets external and internal deadlines for tasking and clearances;
Types and edits letters, memoranda, cable reports, and other materials as directed using Microsoft Office applications;
Serves as the Principal note taker at TAC Staff meetings
Provides back-up coverage for reception area
Assists new TAC employees with onboarding logistics
Ensures that formats, spacing, arrangements, and preparation of typed materials in final form are in keeping with prescribed Office of the Director General  guidance
In charge of procurement for SA-1 TAC office automation supplies such as toner for printers, United Postal Service supplies, and copier paper via GPS account
Interfaces with copier contract personnel for maintenance or toner requests
Maintains office calendar for 5th & 6th floor conference rooms
Coordinator for Strategic Workforce Planning Group (SWPG) meetings:  schedule meetings, prepare agendas, prepare notes from meetings and coordinate clearance and dissemination
Assistant to Deputy Office Director with coordination, editing, and dissemination the TAC input for weekly and monthly reporting products GTM bureau leadership.
Oversight and management of TAC SharePoint site
Tracking and maintenance of TAC policy and other HR related documents in SharePoint
Updates and maintains tracking spreadsheets such as the office phone list
As needed, participates in special and ad-hoc projects of a widely diverse administrative nature as directed by the TAC Office Director and Deputy Office Director
Coordinator for Strategic Workforce Planning Group meetings:  schedule meetings, prepare agendas, prepare notes from meetings and coordinate clearance and dissemination
Assistant to Deputy Office Director with coordination, editing, and dissemination TAC input for weekly and monthly reporting products GTM bureau leadership.
Oversight and management of TAC SharePoint site
Tracking and maintenance of TAC policy and other HR related documents in SharePoint
Updates and maintains tracking spreadsheets such as the office phone list
As needed, participates in special and ad-hoc projects of a widely diverse administrative nature as directed by the TAC Office Director and Deputy Office Director
Manage candidate records for all Foreign Service career tracks – Generalist, Specialist and Limited Non-Career (LNAs) – related to employment. Establish TAC procedures and policies for maintenance, handling, retention, and retirement of these records.  Ensure TAC follows applicable Department policy and regulations.
Manage candidate records for all Student Programs and Fellowships programs – Pickering, Rangel, and FAIT Fellowships, USFSIP and SIP internship programs –related to program recruitment, selection, and progress. Establish TAC procedures and policies for maintenance, handling, retention, and retirement of these records.  Ensure TAC follows applicable Department policy and regulations.
Serve a subject matter expert for REG-SPF project personnel providing technical advice and resolving issues related to records and file room.
Receive candidate files from the Assessment Center for processing and 
Liaise with Records Management to retrieve and retire files for hired and closed candidacies
Attributes
Excellent customer service
Outstanding editing and note taking skills;
Ability to function in a fast-paced environment with excellent customer service;
Experience adapting and responding to differing instructions and programs;
Must be a self-starter and able to work effectively with minimum supervision
Experienced at organizing logistics for high level visits/events
Excellent oral, written, and interpersonal skills
Ability to work flexible hours during the three month preparation period
Required
Must have a current Secret Clearance
A minimum of three (3) years of experience in administration support
Degree desired
Exceptional time management, facilitation, and organizational skills
Qualifications
Proficient in Microsoft Office (WORD, Excel, and Access Data Base)
Familiarity with editing documents in SharePoint
Resource should be professional, multi-task oriented, ability to work in a high volume environment, flexible and team spirited.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking, or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.
WORK ENVIRONMENT
Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. 
Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily a modern office setting. Occasional travel may be required.
SUPERVISORY RESPONSIBILITIES
No supervisory responsibilities
ADDITIONAL QUALIFYING FACTORS
As a condition of employment, may be required to pass a pre-employment drug screening, as well as have acceptable reference and background check results to obtain access to military base. Must have reliable transportation to/from work a necessity and must be able to obtain access to military installations.
Shareholder Preference.
 BSNC gives hiring, promotion, training, and retention preference to BSNC shareholders, BSNC shareholder descendants and BSNC shareholder spouses, in that order.
We are an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.
We participate in the E-Verify Employment Verification Program. We are a drug free workplace.
# of Vacancies
1

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