Description/Job Summary

Spectra Tech, LLC is a recognized leader in providing Technical and Program Management Services, Information Technology, and Logistics Services and Support.

We have enabled our Government and Commercial clients to achieve their organizational initiatives through the application of high quality, innovative, and cost effective professional services and solutions. Spectra Tech provides a positive working environment, with opportunities for advancement in our growing Federal sector workforce.

We offer an excellent compensation package which includes a generous salary, insurance (medical, dental, etc.), paid leave, 401k plan and more. Spectra Tech-LLC is committed to the diversity we bring to the marketplace by being an EEOC/AA employer (M/F/D/V) that believes customer satisfaction comes first.

JOB DESCRIPTION

Spectra Tech-LLC is currently seeking an Administrative Specialist III to work with our government client at Adelphi, MD. This position will interact with a wide range of program staff, DoD and military personnel. In addition, the Administrative Specialist will have front line contacts with internal and external customers requiring active problem solving and exceptional communication and interpersonal skills. Tasks include but are not limited to:

• Creates, customizes, prepares, and maintains presentations, briefing charts, and documents using computer software (e.g. Microsoft Office Suite), websites, graphical elements, scanned photos, and other presentation materials.
• Reviews and modifies correspondence for internal consistency and conformance.
• Maintains and updates the calendar of the Government office manager within the specialist's assigned branch(s) using computer software (e.g. Microsoft Office Suite) by making appointments and arranging meetings, based on the manager's schedule and current issues.
• Coordinates and supports meetings and special events for the organization to include coordinating all amenities, accommodations, visit requests, and collection of funds.
• Schedules accommodations for meetings, records lunch requests for meetings with outside guests, notifies attendees, coordinates Video Teleconference Conference requirements, and handles any other special requirements for meetings/conferences/projects (reserve parking spaces, directional signs, registration desk, name plates, table tents, etc.).
• Obtains and delivers read ahead material for office manager's scheduled meetings and distributes to attendees.
• Prepares travel orders; arranges travel and lodging arrangements; arranges and coordinate a schedule for visits.
• Maintains conference room reservation schedules for the purpose of coordinating meetings, visits and appointments.
• Enters data and maintains office databases such as organizational charts, personnel accountability, travel, training, and budget.
• Enters and maintains professional data in the eARL metrics database.
• Manages and maintains office files in accordance with Army Records Information Management System (ARIMS) for auditing purposes.
• Collects, reviews, archives forms (such as leave requests, employee work schedules, and telework applications), and enters data into the timekeeping system for branch chief review.
• Coordinates, defines structure and organizes electronic materials, presentations and documents using databases, servers and SharePoint sites.
• Prepares property turn-ins and requisition orders (including IT Approval System (ITAS) waivers).
• Prepares, reviews and processes training requests, travel orders, travel vouchers, conference requests, personnel related documents, and technical report staffing for conformance to policy and procedures prior to the appropriate authoritative signature.
• Gathers and organizes completed personnel documents and delivers completed document packages for personnel actions to include civilians, contractors, students, guest researchers, post-doctoral researchers, fellows, etc.
• Responds to administrative queries and taskers by the established deadline. Keeps accurate records of final disposition of each action and inform the respective action officer of results.
• Receives and screens visitors and phone calls. Professionally answerlephone lines, take messages, and refer calls and visitors to appropriate staff.
• Operates shared office equipment, to include copy machine, scanners, facsimile machine, computers, printers, and shredders, and as needed submit repair requests.
• Follows all Standard Operating Procedures (SOPs) and Internal Operating Procedures (IOPs) related to duties such as personnel accountability, security, and safety.
• Prepares and reviews correspondence (e.g., minutes, information papers, reports, queries, taskers) for grammatical errors, proper tone, accuracy, clarity, and formatting. Makes corrections and retypes as necessary.
• Utilizes existing financial and business systems such as General Fund Enterprise Business System (GFEBS) in roles such as Business Intelligence (BI) Budget Reporter, Purchase Requisition Processor and BI Managerial Reporter to enter 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.
• Participates as a member of Integrated Product Team (IPTs) or groups developing changes or improvements to administrative processes and procedures.
• Disseminates information and provides guidance to staff and administrative personnel in subordinate offices for clerical and admininstrative matters to ensure compliance with procedural requirements and instructions.
• Reviews and revises administrative procedures (SOPs and IOPs) and policies for standardization.
• Trains subordinate contractual administrative staff when necessary on the standard databases, SOPs and IOPs.
• Serves as the office administrative point of contact for non-technical and administrative requests in response to higher headquarters.
• Partipates in administrative aspects of mission essential projects from inception to completion, which may include project schedules and reviews, status reports, milestone reviews, and assess cost benefit analyses.
• Facilitates and coordinates procedural issues surrounding projects to include planning and budgeting time, materials, resources for approval by ARL personnel according to established ARL or Army policy.
• Provides administrative support to executive or equivalent level personnel.
• Plan and coordinate administrative and technical training and developmental opportunities.
• Review and analyze administrative policies; clarify complex and confusing guidelines.
• Create and maintin multiple office databases.

REQUIRED SKILLS

• A minimum of two (2) year of specialized experience as an Administrative Specialist II or in a comparable job description (office manager, executive assistant, etc.)
• Intermediate to advanced level experience with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with coordinating timesheets, scheduling travel, purchasing supplies.
• Ability to effectively communicate verbally and in writing with internal and external organizations and all levels of employees/management.
• Experience coordinating, scheduling and arranging meetings to include scheduling video and audio conferencing.
• Ability to maintain, gather and analyze data for various purposes.
• Experience compiling and preparing reports using Microsoft Office.
• Ability to prioritize workload in order to carry out tasks and responsibilities in a professional and independent manner and in a timely fashion.
• Demonstrated experience handling projects where the scope and complexity vary with completion of small to large sized projects.
• Experience coordinating assignments and project work with internal and external customers.
• Must have a professional demeanor at all times, especially when dealing with high-level customer/partner/contacts.
• Flexibility and ability to work under pressure in a fast-paced, dynamic environment.
• Must be an independent self-starter who takes initiative and requires minimal direction.
• Excellent oral and written communications skills; thorough knowledge of English grammar, punctuation, and spelling.

DESIRED SKILLS

Experience using current ARL business management tools and databases is a plus. Those tools include eARL, GFEB, ATAAPS, DTS, or any successor systems.

CLEARANCE REQUIREMENTS

This job requires a SECRET clearance or the ability to obtain and maintain one.Applicants selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. Accordingly, U.S. Citizenship is required.