Administrative Specialist

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Full Time 30-40 hrs Chesapeake, VA, US

OMB NO:

Expiration Date: 01/30/2025

Opening Date: 21 January 2026 Pay Plan/Series/Pay Band: NF-0303-03

Closing Date:
Until Filled

Work Schedule:

Full Time (30-40 hours/week)

Position:
Administrative Specialist Salary: $18.31/hour +Depending on Experience

Coordinates and performs a wide variety of responsible administrative functions in support of upper-level management functions. Organizes flow of operational program processes in an office environment. Establishes status of actions on numerous projects and program operations. May serve on a variety of advisory committees.

Reviews and interprets directives and regulations. Maintains official files. Advises staff on development and implementation of local administrative directives and procedures. Assists in the development of internal policies, procedures and work methods affecting administrative management operations. Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and format. Collects, compiles and organizes information and data to meet administrative requirements.

Prepares correspondence and drafts instructions. Facilitates methods for automating reports and correspondence and ensures adherence to paperwork management requirements and Coast Guard standards of grammar and punctuation. Uses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations. Manipulates data to meet presentation and report requirements.

Enforces and guides employees on proper NAF correspondence rules and correct grammar, spelling, capitalization and punctuation. Receives telephone calls, visitors, complaints and outside contacts and directs them to appropriate contacts when necessary. Receives and delivers messages to staff members. Arranges and maintains appointment calendars for management. Routes incoming mail to management. Establishes suspense dates to collect responses and submits information as required by requests.

Serves as a backup to the travel coordinator in areas such as arranging and preparing travel orders, assisting the traveler with their initial 2070 travel request, requesting cash advances and helping the travel coordinator with blanket orders annually as needed.

May perform support functions such as gathering statistical data; monitoring and reporting on support budgets; assisting in developing financial plans, obligating fund; maintaining stock of office supplies, making arrangements for special events; preparing and conducting briefs, presentations and training sessions; monitoring and distributing personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, position descriptions, individual development plans.

Provides World‑Class Customer Service with an emphasis on courtesy. Assists customers and communicates positively in a friendly manner. Acts to solve problems quickly. Alerts the higher‑level supervisor, or proper point of contact for help when problems arise. Adheres to safety regulations and standards. Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor.

Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment. Maintains confidentiality and observes requirements regarding personally identifiable information (PII).

Performs other related duties as assigned.

Minimum

• Three years’ experience
• Administrative assistant experience which demonstrates broad knowledge of administrative practices and principles.

3. This is a white‑collar position where occasional lifting up to 20 lbs. may be required.

• An…