The OTI USAID/DCHA/PPM Administrative Specialist is a full-time Personal Services Contract (PSC) position at the GS-9/11 equivalent levels and located in Washington, D.C. Applications for this position are due no later than June 9, 2016 at 5:00pm Eastern Time. For full information about this position, as well as instructions on how to apply, please read the entire solicitation at otijobs.net.
INTRODUCTION
The Administrative Specialist will be based in Washington, DC, and will provide a range of administrative services in support of program-funded staff working with DCHA’s OFDA, OTI, and FFP in Washington and the field. The Administrative Specialist will work directly with AMS, PPM, the AMS Team Leader or his/her designee.
DUTIES AND RESPONSIBILITIES
At the GS-9 Administrative Specialist level:
Note: Duties and responsibilities are listed in order of importance for this position
After initial learning period, demonstrate an acquired knowledge on policies and procedures as relates to duties as assigned;
Serve as a contact person concerning administrative issues for primarily program funded staff in OFDA, OTI, and FFP. Coordinate closely between PPM/AMS and DCHA’s three operational offices (OFDA, OTI, and FFP) on all issues related to administrative/human resources support of primarily program funded staff;
Provide general administrative support for primarily program-funded staff such as: scheduling and facilitating meetings, drafting correspondence, recording meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, notifying DCHA staff of important requirements and events, filing, correspondence control, and other administrative services as required;
Assist in responding to requests for information and taskers regarding DCHA programs;
Assist in performing a variety of administrative support functions for primarily program funded staff in OFDA, OTI, and FFP. Ensure accuracy of information and provide administrative support by assembling and preparing charts, data, reports, and analyzing program budgetary and fiscal data;
Provide personnel support for primarily program funded staff, including but not limited to building credential access, security clearances and revalidations, e-QIP system management and document processing, network account creation, facilities and property management, purchase card program activities (supply purchases), submitting personnel action requests; maintaining personnel lists and databases, and other personnel support duties as required;
Provide backstop support/guidance on Human Resources matters involving leave administration, employee relations and employee development;
Provide support and updated information to managers and employees on questions and requests related to the administrative services provided which may include, but not limited to, liaising with offices outside of DCHA;
Develop, interpret, and implement procedures and guidance for organizational services provided;
After an initial learning period, provide orientation, training, and mentoring for new staff as delegated;
Perform related duties as assigned by the supervisor to ensure the successful completion of DCHA programs.
At the GS-11 Administrative Specialist level:
Perform the same duties as the GS-9 level but with less supervision, greater decision-making authority, and greater independence of action. Note: Duties and responsibilities are listed in order of importance for this position
Serve as an expert on policies and procedures as relates to duties as assigned;
Serve as a contact person concerning administrative issues for primarily program funded staff in OFDA, OTI, and FFP. Coordinate closely between PPM/AMS and DCHA’s three operational offices (OFDA, OTI, and FFP) on all issues related to administrative/human resources support of primarily program funded staff;
Provide general administrative support for primarily program-funded staff such as: scheduling and facilitating meetings, drafting correspondence, recording meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, notifying DCHA staff of important requirements and events, filing, correspondence control, and other administrative services as required;
Respond to requests for information and taskers regarding DCHA programs;
Perform a variety of administrative support functions for primarily program funded staff in OFDA, OTI, and FFP. Ensure accuracy of information and provide administrative support by assembling and preparing charts, data, reports, and analyzing program budgetary and fiscal data;
Provide personnel support for primarily program funded staff, including but not limited to building credential access, security clearances and revalidations, e-QIP system management and document processing, network account creation, facilities and property management, purchase card program activities (supply purchases), submitting personnel action requests; maintaining personnel lists and databases, and other personnel support duties as required;
Provide backstop support/guidance on Human Resources matters involving leave administration, employee relations and employee development;
Provide support to managers and employees on questions and situations related to the administrative services provided which may include, but not limited to, liaising with offices outside of DCHA;
Develop, interpret, and implement procedures and guidance for organizational services provided;
Provide orientation, training, and mentoring for new staff as delegated;
Perform related duties as assigned by the supervisor to ensure the successful completion of DCHA programs.
MINIMUM QUALIFICATIONS
At the GS-9 Administrative Specialist level:
- A Bachelor’s Degree with a minimum of two (2) years of progressively responsible work experience performing a range of administrative support duties similar to those outlined in the scope of work above.
OR
An Associate’s Degree with a minimum of three (3) years of progressively responsible work experience performing a range of administrative support duties similar to those outlined in the scope of work above.
OR
A high school diploma with a minimum of four (4) years of progressively responsible work experience performing a range of administrative support duties similar to those outlined in the scope of work above.
AND
Minimum one (1) year of experience performing a variety of administrative functions in various office settings;
Demonstrated experience using Gmail and Microsoft Office applications including Excel, Word, PowerPoint, and Access.
At the GS-11 Administrative Specialist level:
- A Bachelor’s Degree with a minimum of three (3) years of progressively responsible work experience performing a range of administrative support duties similar to those outlined in the scope of work above.
OR
An Associate’s Degree with a minimum of four (4) years of progressively responsible work experience performing a range of administrative support duties similar to those outlined in the scope of work above.
OR
A high school diploma with a minimum of five (5) years of progressively responsible work experience performing a range of administrative duties similar to those outlined in the scope of work above.
AND
Minimum two (2) years of experience performing a variety of administrative functions in various office settings;
Demonstrated experience using Gmail and Microsoft Office applications including Excel, Word, PowerPoint, and Access.
Please direct questions about this position or the application process to the OTI Recruitment Team at otijobs@usaid.gov.
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