Administrative Program Specialist

Client Seeking Administrative Program Specialist 

This position is located in Washington DC. This advanced developmental position performs administrative tasks and advisory assignments related to the effectiveness and the efficiency of the administrative management of the agency's main office.

II. MAJOR DUTIES AND RESPONSIBILITIES

Serves as primary support for the Director's office by managing official calendars/appointments; directing and screening phone inquiries; greeting high-ranking officials; and coordinating travel arrangements, such as itinerary/visas/reservations/etc. Collects and prepares briefing materials for the Director's office official travel and/or special meetings.

Organize management staff meetings, including: agenda preparation; invitations; distribution of supplemental documents; and preparation/dispersal of post-meeting minutes/reports/information necessary for follow-up action.

Communicates sensitive information to senior management, and coordinate responses to sensitive inquiries on behalf of the Director's office.

Prioritizes issues requiring immediate attention of department leadership, and communicates those issues in a timely manner. Communicates the directives of the Director's office to subordinate staff, ensuring an uninterrupted streamline of information. Communicates information with the purpose of ensuring there is an understanding of intent, and required deliverables. Establishes and maintains internal procedures for tracking information, documentation, and correspondence routed thru the Director.

Follow-up on subordinate staff preparation of reports, correspondence, briefing notes, and other documents as related to reference material for senior management. Prepares initials drafts for approval/signature regarding official documents in accordance with appropriate format, style, and agency standards.

Serves as office lead regarding office administrative operations. Works with staff to manage/organize workflow of priorities and objectives, ensuring assignments are completed in accordance with agency standards and established deadlines. Monitors work progress, establishes a system for follow-up action, and reports concerns to management.

III. FACTOR LEVELS

FACTOR 1. Knowledge Required by the Position

Knowledge of the overall mission, functions, organization, programs, objectives, procedures, and their relationship to the administrative support for the department.

Knowledge and skill to apply qualitative and/or quantitative analytical and evaluative methods and techniques to studies concerning the efficiency and effectiveness of program operations and substantive administrative support functions.

Knowledge and skill in applying information gathering techniques, identifying and analyzing issues, and developing recommendations to resolve substantive problems of effectiveness and efficiency of work operations in the administrative processes of the organization.

Knowledge of the basic principles related to business and business development. Knowledge of federal travel management systems.

Skills in written and oral communication to provide recommendations, prepare reports, and/or initiate and coordinate administrative action.

FACTOR 2. Supervisory Controls

Works under the supervision of the Administrative Officer in OAESS who provides assignments within a high-level framework of priorities and overall project objectives. The incumbent independently plans and coordinates work with staff members, determines the most appropriate method to use to carry out assignments, interpreting guidelines on own initiative, and implements application of new methods. Keeps the supervisor informed of potentially controversial issues or problems. Performance is reviewed and evaluated in terms of soundness of guidance and recommendations provided the quality and timeliness of work, productivity, and overall effectiveness in meeting the organization's administrative management needs.

FACTOR 3. Guidelines 

Guidelines consist of standard reference materials, texts, and manuals covering the application of analytical methods and techniques, and directives that provide guidance on management policies, procedures, and requirements. Although guidelines are comprehensive on administrative and procedural requirements, the incumbent must frequently exercise latitude for application to local situations, and use judgment in applying procedures and instructions to address specific needs to individual cases within the Command Group. 

FACTOR 4. Complexity 

The work involves gathering information, identifying and analyzing issues, and developing recommendations to resolve substantive problems of effectiveness and efficiency of work operations in the administrative processes of the organization. Work involves resolving substantial administrative problems that may have been resistant to solutions in the past; analyzing a variety of techniques and methods needed for the organization personnel to facilitate organizational and mission changes; and integrating the work performed by others in making administrative decisions based on insufficient data or established procedures. The incumbent is assigned continuing responsibility for the provision of a variety of management services essential to the direction and operation of the Director's office.

FACTOR 5. Scope and Effect

The purpose of this work is to plan and carry out projects to improve the efficiency and productivity of the organization and employees in the administrative support functions and requirements of the organization; to expedite and facilitate the accomplishment of workforce management within the organization; and to reduce the need for correction and resubmission of administrative actions and transactions. The work not only affects the effectiveness of the department's senior leaders in the performance of their employee management and organizational design responsibilities, but it also reduces the administrative workload and facilitates the work of the Office of the Director to focus of the substantive role of leading the agency.

FL 

Contacts are with employees, supervisors, and managers in the agency but outside the immediate organization, including representatives from offices located elsewhere to provide advice to managers on noncontroversial organization or program related issues and concerns. Contacts typically involve such matters as: identification of decision-making alternatives; appraisals of success in meetings goals, ; or recommendations for resolving administrative problems.

FACTOR 8. Physical Demands
The work is primarily sedentary, requiring no special physical demands. FACTOR 9. Work Environment Level 9-1, 5 Points
Work is performed in a typical office setting.

IV. UNIQUE POSITION REQUIREMENTS
This position is exempt from coverage under the Fair Labor Standards Act.