Administrative Specialist

Job Description/Responsibilities:

The Adeptus employee will be responsible for providing administrative expertise and professional maturity.

Required Qualifications:

• Demonstrates effective oral and written communication skills including proofreading and editing skills

• Delivers accurate and quality products

• Demonstrates proficiency in office applications and electronic calendars, such as Windows, Microsoft Word ©, Excel ©, PowerPoint ©, SharePoint ©, Microsoft Teams ©, and Outlook.

• Contributes to and participates in tasks and special projects as required

• Supports prioritization and flow of work

• Conducts proactive calendar management and supports smooth functioning of senior leaders

• Collaborates and coordinates with multiple offices in other tasks areas where appropriate

• Maintains a customer service demeanor

• Capable of providing administrative support with personnel at all levels

• Organized and capable of meeting deadlines

• Ability to extract information from various sources considering the applicability of information and the characteristics and quality of the sources.

• Procurement and Financial Support

• Administrative Management

• Personnel/Payroll Support

• Travel Management

• Managing the Office Head's online calendar and inbox.

• Scheduling and arranging in-person and virtual meetings, including collecting agenda items and taking notes upon request.

• Coordinating logistics for retreats, special meetings, and team gatherings.

• Providing technical assistance with Microsoft 365 applications and services, such as Word, Excel, PowerPoint, and Teams.

• Creating Help Desk tickets for staff requiring tech support.

• Preparing administrative forms for staff, such as requests for trainings and reimbursements.

• Maintaining Office’s office supply inventory and other related tasks.

• Managing correspondence for the office, including retrieving mail and answering phone calls to the main office number, by recognizing necessary actions and routing correspondence to the correct staff to best address it.

• Maintaining and organizing a non-record filing system and document-tracking database to help Office prioritize incoming requests of the office and successfully meet deadlines.

• Communicating reminders and important announcements to Office staff.

• Assisting with Office intern program recruitment and onboarding (as applicable), excluding candidate selection.

• Assisting with staff recruitment, hiring, and onboarding, excluding candidate selection.

• Maintaining, organizing, and assisting with locating Office records while adhering to required guidelines provided by the Office of Records Management from the National Archives and Records Administration. Examples include nonpublic agency records including policies, memos, reports, MOUs, new country/re-entry assessments, senior staff meeting minutes, claims/disputes, agreements/reports, advice/opinions, and the Office Head’s calendar/email; most sensitive documents would be litigation records and any records containing PII.

• Reviewing written materials prepared by others for grammar, punctuation, spelling, and clarity of expression. Examples include policies, memos, reports, senior staff minutes; most sensitive documents would be any records containing PII.

Job Type: Full-time

Pay: $40,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Washington, DC 20002: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $70,000