Find The Best Administrative Office Specialist Jobs For You

Where do you want to work?

0 selections

Office Administrator / Office and Administrative Specialist Intermediate

Minnesota Department of Human Services
Remote
Job Class: Office and Administrative Specialist, Intermediate

Working Title: Office Administrator
  • Who May Apply : Open to all qualified job seekers
  • Date Posted : 09/14/2021
  • Closing Date : 09/27/2021
  • Hiring Agency/Seniority Unit : Human Services Dept / DHS Central Office AFSCME
  • Division/Unit : DHS-Central Office / Continuing Care for Older Adults, Aging and Adult Services
  • Work Shift/Work Hours : Day / 8:00am - 4:30pm
  • Days of Work : Monday - Friday
  • Travel Required : No
  • Salary Range: $17.66 - $23.41/hourly; $36,874 - $48,880/annually
  • Classified Status : Classified
  • Bargaining Unit/Union : 206 - Clerical/AFSCME
  • Work Area : J
  • FLSA Status : Nonexempt
  • Connect 700 Program Eligible: Yes

This posting will be used to fill two identical positions.

These positions currently work from home with weekly visits to the DHS Andersen office in St. Paul. The frequency of work days in the St. Paul office may increase following DHS COVID return-to-work protocols.

Job Summary

Under general supervision, the Office Administrator serves as the point of entry for all persons seeking assistance from the Office of Ombudsman for Long-Term Care (OOLTC) and performs general office assistant duties.

Responsibilities include but are not limited to:
  • Answer phone lines for the Ombudsman Office, courteously, efficiently and effectively
  • Provide accurate general information; refer to appropriate ombudsman staff or other state or federal agencies, record ombudsman intake information in ombudsman database
  • Provide advanced administrative support to State Ombudsman and Deputy Ombudsman, which includes calendar management, preparing for meetings, returning phone calls, documenting complaint calls to consumers and their families
  • Type, edit, compose, and compile documents such as business letters, memoranda and reports for the OfficeCheck physical mail boxes and email inboxes, and process the mail received.
  • Manage office systems and operations including state purchasing processes and supply ordering to support state and regional offices


Qualifications

Minimum Qualifications
  • Customer Services skill sufficient to interact and provide information effectively to clients, their family, staff, providers and stakeholders in person and over the phone
  • Desktop Publishing skills sufficient to use Microsoft Office Suite to develop/maintain documents and correspondences
  • English Language skills sufficient to write, speak and read - sufficient to communicate with clients and stakeholders in person and through correspondences
  • Word processing skills sufficient to develop and modify a variety of correspondences, records, reports and meeting notes
  • Database management skills sufficient to create/maintain records, enter in information and route records in database

Preferred Qualifications
  • Experience working in call centers or handling a high volume of phone calls while juggling demands of other office work
  • Knowledge of Medicare, medical assistance, home and community-based services, long-term care services and long-term care insurance.
  • Understanding of medical terminology/records and privacy laws
  • Knowledge of Minnesota's diverse population and experience working with diverse cultures

Additional Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.

Application Details

Why Work For Us

WE MAKE A DIFFERENCE! The Minnesota Department of Human Services impacts the lives of 1.7 million people every year, helping them meet their basic needs so they can achieve their highest potential.

GREAT BENEFITS PACKAGE! The State of Minnesota offers a comprehensive benefits package including low cost medical and dental insurance, employer paid life insurance, short and long term disability, pre-tax flexible spending accounts, retirement plan, tax-deferred compensation, generous vacation and sick leave, and 11 paid holidays each year.

Our differences make us stronger and leveraging them helps us create a workforce where everyone can thrive. The State of Minnesota is an equal opportunity employer. We are committed to embedding diversity, equity, inclusion, and accessibility at our workplace. We do this by developing strong leaders and advocates, increasing cultural competence and understanding among all employees, and removing institutional barriers and attitudes that prevent employees from advancing as far as their talents will take them. We prohibit discrimination and harassment of any kind based on race, color, creed, religion, national origin, sex (including pregnancy, childbirth and related medical conditions), marital status, familial status, receipt of public assistance, membership or activity in a local human rights commission, disability, genetic information, sexual orientation, gender expression, gender identity, or age.

How to Apply

Select "Apply for Job" at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 .

For additional information about the application process, go to http://www.mn.gov/careers .

Contact

If you have questions about the position, contact Genevieve Gaboriault at Genevieve.Gaboriault@state.mn.us .

If you are a Connect 700 applicant, please email your certificate to Carolyn Rice at carolyn.rice@state.mn.us by the position close date.

If you are an individual with a disability and need an ADA accommodation for an interview, you may contact the Department of Human Services' ADA Coordinator at 651-431-4945 or DHS_ADA@state.mn.us for assistance.

AN EQUAL OPPORTUNITY EMPLOYER

The State of Minnesota is an equal opportunity, affirmative action, and veteran-friendly employer. We are committed to providing culturally responsive services to all Minnesotans. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance you need.
Easy Apply
37d ago

Principal Office & Admin Specialist, Wilkin County

University of Minnesota
Remote
The UMN has suspended hiring for most positions. However, we will continue hiring for positions critical to the University's mission and operations at this time.
Applications are being accepted for this position and you are encouraged to apply. In-person interviews are suspended indefinitely and will be replaced by interviews in a virtual format. Thank you for your continued interest in working at the University of Minnesota.

Qualifications

REQUIRED QUALIFICATIONS
High school diploma/GED and two years post-secondary education in administrative course work OR two years of related clerical, office and administrative experience OR two years equivalent combination of education AND work experience in administrative support course work/office setting. Proficient with email, calendaring, word processing, spreadsheets and database software. Proficient with standard office equipment. Proficient with general bookkeeping. Valid driver's license required.
PREFERRED QUALIFICATIONS
Strong customer service skills. Excellent written and verbal communication skills. Team player with excellent interpersonal skills. Excellent organization skills, detail-oriented, able to prioritize work, manage work flow with unexpected interruptions and meet deadlines. Demonstrate troubleshooting, problem-solving and decision making skills. Ability to work independently. Experience with Microsoft Office, Microsoft Windows, Google Suite, QuickBooks, and 4-H Online. Experience with website and social media. Knowledge and understanding of financial policies and procedures. Skill with spreadsheets, formulas, formats. Experience solving and troubleshooting technical application problems. Experience setting up meetings and events. Knowledge of 4-H program and terminology. Access to a strong and reliable internet connection at home due to the possibility of remote work.

About the Job

Working Title: Principal Office & Administrative Specialist (Job Code 1826)

Pay: $17.03 per hour (or more depending on qualifications)

Appointment: 100% time (40 hours/week); University benefits ( https://humanresources.umn.edu/benefits ).

Office Hours: 8:00 a.m. - 4:30 p.m., Monday through Friday

Office Location: Wilkin County Extension Office, 505 S 8 th St, Breckenridge MN 56520

Supervisor: Regional Director, Northwest

Application Deadline: September 11, 2020 , open until filled

PURPOSE OF POSITION

This position is part of a county Extension office staff team who is vital to Extension's outreach mission in connecting local needs with University resources. This position provides day-to-day operations including customer service, administrative support for county Extension programs and activities, and financial transactions and recordkeeping.

DESCRIPTION

The person in this position serves as the first point of contact for customers and performs general office duties as assigned. Duties include, but are not limited to, providing customer service by telephone, email and in-person; problem-solving and responding to public inquiries or requests by providing resources and referrals; typing correspondence; entering detailed program and financial data; maintaining detailed technical office records; providing computer word processing, data, record and file management; preparing reports; assisting with office purchases; maintaining departmental list serves, social media and websites; and maintaining confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are typical for this position. These are not exclusive or all-inclusive. Other duties may be required and assigned.

Essential Duties and Responsibilities
Serve as point of contact for the county Extension office and building. Provide clerical and technical office support for Extension programs and staff: 4-H, SNAP-Ed, Master Gardeners, county Extension educators and regional director. Create, modify, edit, format files and electronic documents, brochures, program fliers, posters, reports and correspondence. Assist in communicating Extension programs through website updates, social media, list serves, and print and radio media. Provide clerical, logistical and technical support for the county 4-H program: Support 4-H program volunteers and members with enrollment, event registration, promotion materials Assist individual 4-H clubs Maintain 4-H databases and generate reports Assist 4-H program coordinator in planning and developing 4-H county fair resources and events: Primary coordinator of county fair 4-H database for registrations, reports, judges' call sheets, exhibitor cards, establishment of hierarchy, processing of fair premium checks Assist with the Animal ID process Edit, print and distribute 4-H premium book Assist in recruiting and preparing material for county fair judges Order and organize supplies (ribbons, stickers, promotional items, etc.) Provide information and coordination support at the county fair Provide support for auction, awards ceremony and other special events Provide support to the county Extension committee by making logistical arrangements, preparing agendas including attachments, processing per diems, sending various communication, assisting with the Farm Family Award program and other duties Administer Extension accounting activities including deposits, accounts payable and processing invoices and vouchers for payment. Reviews financial statements for activity and assists with budget preparation. Maintain the personal computer system; evaluate and troubleshoot computer software and hardware issues and consult with Information Technology. Operate and maintain general office equipment. Order, maintain and handle office supplies and publications for the department. Coordinate in and outgoing mail. Maintain schedule for office meeting rooms. Stay current and maintain up-to-date information on policy and regulation changes as they occur. Participates in professional staff development and conferences. Maintain confidentiality. Completes other duties as delegated or assigned.

WORK ENVIRONMENT

Work is typically performed in an ordinary office environment, involving prolonged sitting, standing, walking, bending or twisting. Some repetitive motions (such as from typing or data entry) will occur, but will be frequently interspersed with other activities. Physical activity is light and intermittent such as walking through the facility or carrying files or materials. Some lifting of up to 50 pounds may be required. This position requires a high level of attention to detail and deadlines. Proficiently use computers, printers, calculators, telephones, copiers, scanners, fax and general office equipment. There are frequent interruptions during the work day. Occasional attendance of early morning or evening meetings may impact the work schedule. Drives regularly on short errands or intermittently to meetings. May require extra hours during the county fair season.

About the Department

ABOUT EXTENSION

University of Minnesota Extension is a collegiate unit that partners with other University units to deliver research-based educational programs in counties throughout Minnesota. Extension's educational programs are organized and delivered within Extension Centers in Youth Development, Family Development, Community Vitality, and Agriculture, Food and Natural Resources. Find further information at Extension website http:/ / www.extension.umn.edu .

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position. Please attach the following required application materials :

Your application will need to include:
Cover letter Resume - Must include required and preferred experience detailed in the job qualifications. References - Must include names and contact information for three (3) professional references on or attached to your cover letter or resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section. Instructions can be found here, https://humanresources.umn.edu/find-job/using-job-app-system .

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).

For questions about applying online, contact:

Tiffany McMillan, Extension Human Resources, tiffmcm@ umn . edu .

For questions about this position contact:

Ben Anderson, Regional Director, Northwest, and01488@umn.edu.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.

Background Check Information

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
Easy Apply
60d+ ago

Security Administrative Specialist

Parsons Commercial Technology Group Inc.
Chantilly, VA
The Security Administrative Specialist provides support primarily to the Office of Security and Counterintelligence (OS&CI) senior managers in areas of division and operational administrative security functions.
Duties and Responsibilities:

* Maintain tracking records and filing systems, archives files as necessary

* Recommend new administrative support processes

* Execute Customer and local Directorate/Office security in and out-processing requirements

* Issue security related equipment, records, receipts, or supplies

* Maintain a schedule of appointments for a manager or offices

* Schedule polygraph testing

* Answer security related telephone calls, directs calls to the appropriate branch or office, and take messages

* Research, records, and reports statistical analysis for historical and planning purposes

* Provide security support for passing, verifying, and receiving clearances, confirming Sensitive Compartmented Information (SCI) security eligibility, processing visitor requests, processing requests for Customer Badges, and processing Visit Certifications and Perm Certifications

* Update security data, run inquiries, provide quality control, develop reports using various IC and/or DoD databases

* Provide support coordinating, tasking and managing security action responses from internal Customer, other Government, and industry organizations

* Maintain and update appropriate security related databases

* Provide administrative/customer support duties for access control and physical security support to the Customer Headquarters buildings

* Issue and manage badges for Headquarters personnel and visitors

* Update data, provide quality control, run reports, and use the Monitor Dynamics Inc. system and Lenel Systems for proper badging, Visit Request and Badging System

(VRBS), Access Polygraph Investigative Collection System (APICS), and others as needed

* Process certifications for access via fax, email, electronic message format and IC databases for visitors' access for daily visit or multiple visits up to one year

* Assist with badge issues, provide visitors information support, directions and assist in contacting visitor POC

* Assist with onboarding and out-processing of personnel to include badge creation for new personnel and badge destruction for departed personnel as well as assist in updating accesses for personnel

* Assist in the set-up and conduct of the weekly briefing for new personnel introduction to the Customer

Desired Skill Set:

* Experience using Microsoft Office and standard computer applications

* Demonstrated ability in oral and written communication skills sufficient to compose and deliver responses to customers' routine questions in a clear and concise manner

* Demonstrated knowledge of security specific systems, databases, websites, and software, including Facility and Information Security Accreditation Tool, VRBS, APICS, Scattered Castles, Joint Personnel Adjudication System or their successors

Qualifications:

* High School Diploma or GED

* 1 year of relevant security experience

Must be able to obtain, maintain and/or currently possess a security clearance.

The position requires a COVID vaccination or an approved accommodation/exemption for a disability/medical condition or religious belief.
New
2d ago

Administrative Support Specialist

Pae Government Services Inc.
Reston, VA
PAE National Security Solutions (NSS) is seeking an Administrative Support Specialist to support to the Joint Foreign Materiel Program Office (JFMPO) Staff Directorate located in Reston, VA.

* Provide general office support including planning, organizing, and reporting; daily, weekly, monthly events
* Update and maintain multiple calendars in support of tasks designated by Staff Directorate
* Prepare, review and manage read-ahead packets, briefing products and executive reports
* Review reports and submit recommendations to Staff Directorate daily.
* Assist in office management during special events
* Create travel orders and manage travel for executives on the Defense Travel System
* Perform administrative processes such as initiating visit requests
* Assist with Facility management
* Identify office supply requirements
* Performs other office support related duties including answering phones, taking messages, filing, copying, ordering and maintaining supplies and forms, preparing bulk mailing, distributing mail, and providing general information as required
* Daily hours 0800-1630

Required Qualifications

* Bachelor's degree and 6-10 years' experience
* Active Top Secret with SCI eligibility and ability to pass a CI Polygraph
* Ability to use specialized business software systems (Microsoft Suite): Proficient using most recent version of MS Office Suite of applications (e.g., MS Word, Excel, PowerPoint, and MS Project)
* Strong interpersonal skills to work and communicate effectively (orally and written as required) with executive staff and program team
* Experience in the planning and execution of events, exercises, and seminars
* Demonstrate a proactive approach, attention to detail and rapidly adjust to requirements
* Demonstrated ability to be successful as a team member in a demanding and dynamic environment through situational analysis and informed decision making
* Critical thinking, initiative, sound judgement, and ability to function well in ambiguous work environment
* Demonstrated ability to coordinate and synchronize intra- & inter-directorate activities.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran's status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster

EEO is the Law Poster Supplement
23d ago

Security Administrative Specialist - Entry TS/SCI with poly

NES Associates
Chantilly, VA
Type of Requisition:

Regular

Clearance Level Must Currently Possess:

Top Secret SCI + Polygraph

Clearance Level Must Be Able to Obtain:

Top Secret SCI + Polygraph

Suitability:

Polygraph

Public Trust/Other Required:

Job Family:

Business Administration

Job Description:

Tasks

* Maintain tracking records and filing systems, archive files as necessary
* Recommend new administrative support processes
* Execute Government and local Directorate/Office security in and out processing requirements
* Issue security related equipment, records, receipts, or supplies
* Maintain a schedule of appointments for a manager or offices
* Schedule polygraph testing
* Answer security related telephone calls, direct calls to the appropriate branch or office, and take messages
* Research, record, and report statistical analysis for historical and planning purposes
* Provide security support for passing, verifying, and receiving clearances, confirming Sensitive Compartmented Information (SCI) security eligibility, processing visitor requests, processing requests for IC Badges, and processing Visit Certifications and Perm Certifications
* Update security data, run inquiries, provide quality control, develop reports using various IC and/or DoD databases
* Provide support coordinating, tasking, and managing security action responses from internal, other Government, and industry organizations
* Maintain and update appropriate security related databases
* Provide administrative/customer support duties for access control and physical security support to the Headquarters buildings
* Issue and manage badges for Headquarters personnel and visitors
* Update data, provide quality control, run reports, and use the Monitor Dynamics Inc. system and Lenel Systems for proper badging, Visit Request and Badging System (VRBS), Access Polygraph Investigative Collection System (TALON), and others as needed
* Process certifications for access via fax, email, electronic message format and IC databases for visitors' access for daily visit or multiple visits up to one year
* Assist with badge issues, provide visitors information support, directions and assist in contacting visitor POC
* Assist with onboarding and out-processing of personnel to include badge creation for new personnel and badge destruction for departed personnel as well as assist in updating accesses for personnel
* Assist in the set-up and conduct of the weekly briefing for new personnel introduction

Desired Skill Set

* Demonstrated experience using Microsoft Office and standard computer applications
* Demonstrated ability in oral and written communication skills sufficient to compose and deliver responses to customers' routine questions in a clear and concise manner
* Demonstrated knowledge of security specific systems, databases, websites, and software, including Facility and Information Security Accreditation Tool, VRBS, TALON, Scattered Castles, Joint Personnel Adjudication System or their successors

Education and Experience

High School Diploma or GED Equivalent and 1 year experience

Scheduled Weekly Hours:

40

Travel Required:

None

Telecommuting Options:

Telecommuting Not Allowed

Work Location:

USA VA Chantilly

Additional Work Locations:

We are GDIT. The people supporting some of the most complex government, defense, and intelligence projects across the country. We deliver. Bringing the expertise needed to understand and advance critical missions. We transform. Shifting the ways clients invest in, integrate, and innovate technology solutions. We ensure today is safe and tomorrow is smarter. We are there. On the ground, beside our clients, in the lab, and everywhere in between. Offering the technology transformations, strategy, and mission services needed to get the job done. GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.
New
2d ago

Administrative Specialist

ICF
Arlington, VA
@ ICF Next, we are fearless in finding new ways to solve problems, relentless in making sure it pays off for our clients and committed to making a positive change in the world.

Here's your chance to join our award-winning agency, ICF Next. We're changemakers, a community of mission driven creatives, communicators, strategists, and technologists. We're currently hiring a full time
Administrative Specialist that enjoys planning and implementing communications campaigns. This role requires a public affairs/public relations background and experience in supporting communications campaigns that enhance awareness, action or understanding of a certain topic. Experience with Information Technology with an emphasis on cybersecurity is preferred, but not mandatory. If you are passionate about strategic communications and have the requisite prior experience, we'd love to talk to you. This is an exciting role offering excellent opportunities to work in a dynamic, collaborative, and uniquely positioned organization. Key Responsibilities: Monitor shared email boxes and SharePoint-based task management system for EA tasking; logging and tracking incoming requests in accordance with established standard operating procedures, and generating reports to assist with management and disposition of tasking. Research potential engagement events, prepare briefing memos, talking points and background information to support engagement events. Prepare readaheads and other predatory material for leadership concerning strategic engagements. Respond to requests for participation in engagement events. Support the review, assignment (with approval from Government staff), de-confliction and prioritization of EA Taskings. Proofread written materials for typographical, grammatical and format errors; ensuring products are of consistent quality. Perform clerical functions associated with EA leadership engagement activities such as preparing reports, tracking leadership commitments and decisions related to engagement opportunities, arranging and participating in planning calls, and scheduling meetings. Coordinate with ExecSec teams and other entities to employ task management work flows, review and process informational materials, secure applicable internal reviews, and ensure proper archiving and records management. Monitor shared email boxes and SharePoint-based submissions for meeting and speaking requests; logging and tracking incoming requests in accordance with established standard operating procedures, and generating reports to assist with management and disposition of requests. Conduct research to gather pertinent information needed to evaluate meeting and speaking requests, to include coordinating with requestors and event points-of-contact to ensure required information. Support coordination of streamlined management review and oversight of public speaking and meeting requests for CISA senior leadership. Facilitates the preparation of briefing memos for meeting and speaking engagements. Leading planning initiatives related to large-scale speaking engagements on behalf of CISA. Facilitate collaboration across the agency to integrate the Director's vision, coordinate planning activities and messaging, and ensure the timely delivery of materials. Support the review, assignment (with approval from Government staff), de-confliction and prioritization of meeting and speaking requests. Coordinate leadership and program liaison review and oversight of public speaking and meeting requests, to include providing support to the operation of speakers bureau and planning for such opportunities. Prepare Speaking Request Forms, including pre-populating the template and following up with the requestor for missing information, then uploading the form in the SharePoint site. Prepare briefing memos for meeting and speaking engagements, coordinate and compile information related to such engagements, and securing applicable background/reference information (to include bios, agendas). Perform clerical functions associated with speakers bureau activities such as preparing reports, tracking leadership commitments and decisions related to engagement opportunities, arranging and participating in planning calls, producing weekly and monthly reports, and scheduling meetings. Required Qualifications: Currently holds, or is able to obtain, DHS Fitness Determination. BS/BA in Marketing, PR, Communications, or related field. Minimum of one (1) year of demonstrated experience: - Assisting in the planning for the strategic direction and development of a comprehensive PR campaigns. - Working with client and project team members. Preferred Skills and experience: Excellent communication skills, especially written. Strong research and organizational skills PR agency, corporate or government agency experience preferred. Self-starter, with ability to manage tasks and handle multiple priorities with minimal supervision. Job Location(s): This position is located in Arlington, VA but is currently remote/telework through the Covid-19 pandemic until federal employees in the Capital Region are recalled back to the office. #BI1015 Working at ICF Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you're seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF-together for tomorrow. We can only solve the world's toughest challenges by building an inclusive workplace that allows everyone to thrive. We are an equal opportunity employer, committed to hiring regardless of any protected characteristic, such as race, ethnicity, national origin, color, sex, gender identity/expression, sexual orientation, religion, age, disability status, or military/veteran status. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read our EEO & AA policy. COVID-19 Policy : New or prospective U.S. employees must provide proof of complete vaccination on the date of their commencement of employment. If selected for employment, you will provide proof of your full vaccination status, defined as vaccinated two weeks after receiving the requisite number of doses of a COVID-19 vaccine approved or authorized for emergency use by the FDA. Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email icfcareercenter@icf.com and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Read more about non-discrimination: EEO is the law and Pay Transparency Statement . Arlington, VA (VA31)
New
Easy Apply
2h ago

Security Administrative Specialist - Entry TS/SCI with poly

General Dynamics
Chantilly, VA
Responsibilities for this Position

Location: USA VA Chantilly - 14675 Lee Rd (VAC018)

Full Part/Time: Full time

Job Req: RQ92526

Type of Requisition:

Regular

Clearance Level Must Currently Possess:

Top Secret SCI + Polygraph

Clearance Level Must Be Able to Obtain:

Top Secret SCI + Polygraph

Public Trust/Other Required:

Job Family:

Business Administration

Job Description:

Tasks

* Maintain tracking records and filing systems, archive files as necessary
* Recommend new administrative support processes
* Execute Government and local Directorate/Office security in and out processing requirements
* Issue security related equipment, records, receipts, or supplies
* Maintain a schedule of appointments for a manager or offices
* Schedule polygraph testing
* Answer security related telephone calls, direct calls to the appropriate branch or office, and take messages
* Research, record, and report statistical analysis for historical and planning purposes
* Provide security support for passing, verifying, and receiving clearances, confirming Sensitive Compartmented Information (SCI) security eligibility, processing visitor requests, processing requests for IC Badges, and processing Visit Certifications and Perm Certifications
* Update security data, run inquiries, provide quality control, develop reports using various IC and/or DoD databases
* Provide support coordinating, tasking, and managing security action responses from internal, other Government, and industry organizations
* Maintain and update appropriate security related databases
* Provide administrative/customer support duties for access control and physical security support to the Headquarters buildings
* Issue and manage badges for Headquarters personnel and visitors
* Update data, provide quality control, run reports, and use the Monitor Dynamics Inc. system and Lenel Systems for proper badging, Visit Request and Badging System (VRBS), Access Polygraph Investigative Collection System (TALON), and others as needed
* Process certifications for access via fax, email, electronic message format and IC databases for visitors' access for daily visit or multiple visits up to one year
* Assist with badge issues, provide visitors information support, directions and assist in contacting visitor POC
* Assist with onboarding and out-processing of personnel to include badge creation for new personnel and badge destruction for departed personnel as well as assist in updating accesses for personnel
* Assist in the set-up and conduct of the weekly briefing for new personnel introduction

Desired Skill Set

* Demonstrated experience using Microsoft Office and standard computer applications
* Demonstrated ability in oral and written communication skills sufficient to compose and deliver responses to customers' routine questions in a clear and concise manner
* Demonstrated knowledge of security specific systems, databases, websites, and software, including Facility and Information Security Accreditation Tool, VRBS, TALON, Scattered Castles, Joint Personnel Adjudication System or their successors

Education and Experience

High School Diploma or GED Equivalent and 1 year experience

Scheduled Weekly Hours:

40

Travel Required:

None

Telecommuting Options:

Telecommuting Not Allowed

Work Location:

USA VA Chantilly

Additional Work Locations:

We are GDIT. The people supporting some of the most complex government, defense, and intelligence projects across the country. We deliver. Bringing the expertise needed to understand and advance critical missions. We transform. Shifting the ways clients invest in, integrate, and innovate technology solutions. We ensure today is safe and tomorrow is smarter. We are there. On the ground, beside our clients, in the lab, and everywhere in between. Offering the technology transformations, strategy, and mission services needed to get the job done. GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.
New
7d ago

Security Administrative Specialist

Mantech International Corporation
Chantilly, VA
Secure our Nation, Ignite your Future

Currently, ManTech is seeking a motivated, career and customer-oriented Security Administrative Specialist to join our team in the Chantilly, VA area to provide unparalleled support to our customer.

Responsibilities include, but are not limited to:

* Provide recommended guidance to Government personnel regarding security specific needs for office renovations and move management activities, such as, but not limited to, review of furniture for classified information, review of facilities for SCI Facility requirements, working with facilities and communication personnel to assist in defining requirements, scheduling moves, etc.
* Assist with work pertaining to the procurement, inventory control, and destruction of cryptographic material utilized by the customer.
* Assist the Government OS&CI Custodial Property Officer in tracking security related equipment and accountable property for the respective branches
* Conduct security in-briefings and de-briefings related to security compartmented programs and office specific programs
* Support field offices, including polygraph, to include generating tasking lists, providing program and personnel security requests for examinations
* Interface in person and telephonically with outside federal agencies, requesting reports, referring and scheduling examinations, and answering general questions about the customer's polygraph program
* Work with Program Security Officers to process requests for examinations, gather or provide information about prospective examinees
* Research, record, and report population statistical data for analysis and making recommendations to Government personnel regarding planning of operational polygraph travel missions
* Make recommendations regarding the collection, interpretation, and production of weekly, monthly and yearly branch reports and statistics which includes multiple data reports from TALON
* Schedule, organize, and prepare read-aheads for the adjudication board and log/prepare all customer correspondence packages from the branch for mailing
* Provide administrative support for case tracking and provide monthly reports to management
* Assist in development and coordination of OS&CI yearly Instructor Led Training (ILT) and Computer Based Training, to include user testing, training schedule, and advertising course offerings
* Coordinate registration and confirmation for OS&CI ILT courses, checks clearances for students attending courses and provides day to day correspondence with students and addresses questions
* Coordinate logistics for off-site locations, provide logistical class configurations and reproduction of course materials
* Update and archive student training records with OS&CI provided courses
* Execute Special Access Programs (SAP) and Integrated Joint Special Technical Operations (IJSTO) administrative security actions, in compliance with governing documents, to ensure customers are postured to support interfaces with the SAP and IJSTO communities
* Make recommendations regarding classification review of SAP documents prior to release
* Maintain billet rosters for all IJSTO accessed individuals through the NRO and Air Force SAPs
* Assist in establishing and disestablishing SAP Facilities for discussion, processing, and storage of sensitive program data
* Assist customers in establishing Co-use and Joint-use Agreements as related to SAP and IJSTO programs

Basic Qualifications:

* Bachelor's Degree and three (3) years of related security experience, or High School Diploma, or GED equivalent and five (5) year of related experience required.
* Demonstrated experience with personnel security policies and practices.
* Demonstrated experience in access control, security personnel and physical security functional areas, to include but not limited to access control software and systems, personnel security policies and procedures, and facility physical security requirements.
* Demonstrated experience working in an environment with compartmented programs.

Security clearance requirements:

* Must have an active TS/SCI clearance with a Polygraph to be considered.

Physical requirements:

* Must be able to be in a stationary position more than 50% of the time
* Must be able to communicate, converse, and exchange information with peers and senior personnel
* Constantly operates a computer and other office productivity machinery, such as a computer

#LI-AF1

For all positions requiring access to technology/software source code that is subject to export control laws, employment with the company is contingent on either verifying U.S.-person status or obtaining any necessary license. The applicant will be required to answer certain questions for export control purposes, and that information will be reviewed by compliance personnel to ensure compliance with federal law. ManTech may choose not to apply for a license for such individuals whose access to export-controlled technology or software source code may require authorization and may decline to proceed with an applicant on that basis alone.

ManTech International Corporation, as well as its subsidiaries proactively fulfills its role as an equal opportunity employer. We do not discriminate against any employee or applicant for employment because of race, color, sex, religion, age, sexual orientation, gender identity and expression, national origin, marital status, physical or mental disability, status as a Disabled Veteran, Recently Separated Veteran, Active Duty Wartime or Campaign Badge Veteran, Armed Forces Services Medal, or any other characteristic protected by law.

If you require a reasonable accommodation to apply for a position with ManTech through its online applicant system, please contact ManTech's Corporate EEO Department at (703) 218-6000. ManTech is an affirmative action/equal opportunity employer - minorities, females, disabled and protected veterans are urged to apply. ManTech's utilization of any external recruitment or job placement agency is predicated upon its full compliance with our equal opportunity/affirmative action policies. ManTech does not accept resumes from unsolicited recruiting firms. We pay no fees for unsolicited services.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access http://www.mantech.com/careers/Pages/careers.aspx as a result of your disability. To request an accommodation please click careers@mantech.com and provide your name and contact information.
38d ago

Administrative Specialist II

The Aerospace Corporation
Chantilly, VA
The Aerospace Corporation is the trusted partner to the nation's space programs, solving the hardest problems and providing unmatched technical expertise. As the operator of a federally funded research and development center (FFRDC), we are broadly engaged across all aspects of space- delivering innovative solutions that span satellite, launch, ground, and cyber systems for defense, civil and commercial customers. When you join our team, you'll be part of a special collection of problem solvers, thought leaders, and innovators. Join us and take your place in space.

At Aerospace, we are committed to providing an inclusive and diverse workplace for all employees to share in our common passion and aspiration - to carry out a mission much bigger than ourselves.

Main-mission communication satellites, wideband links, command and telemetry, and terrestrial networks, along with their enabling technologies, are the domain of the Communication Technologies and Engineering Division. The division comprises all aspects, from architectures to implementation; our engineers work directly with corporate customers to ensure robust and resilient communications.
What You'll Be Doing

* Work with managers, engineers, and technicians within division
* Prepare and format reports, memos, correspondence, and forms
* Assist employees with travel arrangements including transportation and hotel accommodations
* Create trip requests and travel expense reimbursement requests
* Schedule meetings and reserve conference rooms
* Coordinate interview schedules and presentations for potential new hires
* Order office supplies
* Organize, provide, and coordinate incoming and outcoming mail and shipments
* Use a corporate credit card to purchase equipment and supplies for labs (also reconcile purchases via corporate accounting tool monthly)
* Inventory tracking for maintaining cognizance of laboratory equipment whereabouts and coordinating shipments
* Editing and reformatting end of week reports

What You Need to be Successful

Minimum Requirements:

* A.S. degree in office administration, English, liberal arts, or completion of an equivalent certification program
* Three (3) years of experience with demonstrated proficiency in Microsoft Word, PowerPoint, Excel, and Outlook
* Strong attention to detail with effective organizational skills
* Attention to detail for editing and reformatting end of week reports
* Ability to work under minimal supervision, to self-initiate activities, and to work within timelines
* Organizational skills for inventory tracking and managing tracking records
* Ability to communicate via instant messaging, email, and phone with staff in division and within corporate organizations such as Shipping & Receiving, Property, and Metrology
* This position requires the ability to obtain and maintain a security clearance, which is issued by the US government (U.S citizenship is required to obtain a security clearance)
* Upon receipt of security clearance, this position will require working within a secure facility where cell phones are prohibited

How You Can Stand Out

It would be impressive if you have one or more of these:

* Bachelor's degree or higher
* Current SCI clearance
* Experience with computer applications such as MS Teams, Zoom and MS SharePoint
* Experience managing document access in MS SharePoint
* Experience in bookkeeping, auditing, or accounting
* Experience working with lab equipment, equipment tracking, and the coordination of equipment transportation

Ways We Reward Our Employees

During your interview process, our team will provide details of our industry-leading benefits.

Benefits vary and are applicable based on Job Type. A few highlights include:

* Comprehensive health care and wellness plans
* Paid holidays, sick time, and vacation
* Standard and alternate work schedules, including telework options
* 401(k) Plan - Employees receive a total company-paid benefit of 8%, 10%, or 12% of eligible compensation based on years of service and matching contributions; employees are immediately eligible and vested in the plan upon hire
* Flexible spending accounts
* Variable pay program for exceptional contributions
* Relocation assistance
* Professional growth and development programs to help advance your career
* Education assistance programs
* An inclusive work environment built on teamwork, flexibility, and respect

We are all unique, from diverse backgrounds and all walks of life, yet one thing bonds all of us to each other-the belief that we can make a difference. This core belief empowers us to do our best work at The Aerospace Corporation.

Equal Opportunity Commitment

The Aerospace Corporation is an Equal Opportunity/Affirmative Action employer. We believe that a diverse workforce creates an environment in which unique ideas are developed and differing perspectives are valued, producing superior customer solutions. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, age, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender, gender identity or expression, color, religion, genetic information, marital status, ancestry, national origin, protected veteran status, physical disability, medical condition, mental disability, or disability status and any other characteristic protected by state or federal law. If you're an individual with a disability or a disabled veteran who needs assistance using our online job search and application tools or need reasonable accommodation to complete the job application process, please contact us by phone at 310.336.5432 or by email at ieo.mailbox@aero.org. You can also review The Equal Employment Opportunity is the Law and the supplement, as well as the Pay Transparency Policy Statement.
30d ago

Administrative Specialist

Xator Corporation
Herndon, VA
Vaxcom Services, Inc.

www.vaxcom.com

Vaxcom Services Inc. (an Xator Corporation National Security Solutions Company) is a niche provider of intelligence related support services. We are recognized experts in Intelligence Community with subject matter expertise in the areas of Technical/IT Services, Operations, and Intelligence Services. Clearance Requirement:Active TS/SCI clearance with a polygraph is preferred.

Administrative Specialist Herndon, Virginia

Vaxcon is seeking Administrative Specialist candidates in support of the customer's DLMD Front Office, Data Lifecycle Management Division. The right candidate will perform a combination varying tasks from calendar management and TDY support, to event planning support to ensure all customers are supported.

Responsibilities:- Provide support to executive-level staff for calendar and email management- Greet and assist visitors to DLMD- Provide support as directed to various Sponsor meetings, including but not limited to: development ofpresentation slides, templates, agendas, minutes, and associated documentation.- Provide event planning support for Sponsor-hosted/sponsored meetings/activities to include but notlimited to program management, logistics/scheduling, etc.- Administer the DLMD office supply program, to include ordering and maintaining.Provide Temporary Duty (TDY) Travel support to DLMD executive staff.Required Skills:Strong interpersonal skills to maintain effective working relationships at all customer levels as well asthe ability to develop good rapport with outside liaisons.Education:Bachelor degree from an accredited institution plus at least four (4) years professional experience.Additional years of experience may be substituted for a degree, with a high school diploma.

Equal Opportunity Statement

Xator Corporation, and its Subsidiaries, provides equal opportunity to all applicants for employment as required by and/or consistent with applicable country law and company policy. Consistent with the foregoing, Xator Corporation provides qualified applicants consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veterans' status, citizenship, sexual orientation, gender identity or any other status(s) protected by law. In the United States, Xator Corporation ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964.

Powered by JazzHR
60d+ ago

Administrative Specialist - (SAARGE)

Quantech Services, Inc.
Chantilly, VA
60d+ ago

Security Administrative Specialist

Mantech
Chantilly, VA
60d+ ago

Administrative Specialist

ERT
Silver Spring, MD
New
6d ago

Security Administrative Support Specialist

Jacobs Engineering Group Inc.
Herndon, VA
60d+ ago

Security Administrative Support Specialist

Jacobs
Herndon, VA
60d+ ago

Administrative Support Specialist

Department of Defense
Bethesda, MD
New
2d ago

Administrative Support Specialist (0079)

Southwest Florida Water Management District
Remote or Brooksville, FL
Easy Apply
13d ago

Administrative Specialist (Remote)

Truesense Marketing
Remote
11d ago

Administrative Records Support Specialist

Gap Solutions Inc.
Arlington, VA
New
4d ago

Administrative Specialist

Tetra Tech
Arlington, VA
19d ago

Administrative Specialist

RELI Group, Inc.
Springfield, VA
26d ago

ADMINISTRATIVE SPECIALIST

Space and Naval Warfare Systems Command
Arlington, VA
14d ago

Administrative Specialist

George Mason University
Fairfax, VA
23d ago

Administrative Specialist

Tetra Tech, Inc.
Arlington, VA
28d ago

PT Administrative Specialist C (26411)

Lutheran Social Service of Minnesota
Remote or Saint Paul, MN
New
5d ago

Administrative Specialist (CTAP/ICTAP/VEOA)

Department of The Treasury
Remote or Rochester, NY
New
7d ago

Security Administrative Specialist - Entry TS/SCI w/ poly

General Dynamics Information Technology
Chantilly, VA
60d+ ago

Supervisory Financial Administrative Specialist

Department of Veterans Affairs
Remote or Jackson, MS
15d ago

Security Administrative Specialist - TS with SCI Eligibility Required

Logistics Management Institute
Arlington, VA
New
3d ago

Finance & Administrative Specialist

Benecon
Remote or Lititz, PA
51d ago

Administrative Specialist - TEMP

Brillient
Rockville, MD
60d+ ago

Claims Administrative Support Specialist

Progressive
Remote or Lancaster, PA
36d ago

Sales Administrative Support Specialist

Baker Roofing
Remote or Raleigh, NC
35d ago

Commercial Construction Loan Administration Specialist III

Fulton Financial Corporation
Herndon, VA
11d ago

IP Administrative Specialist (Hybrid Remote Work)

DLA Piper
Remote or Seattle, WA
35d ago

Administrative Specialist

Aveshka
Washington, DC
New
3d ago

Security Administrative Specialist - Senior

Parsons Commercial Technology Group Inc.
Chantilly, VA
New
2d ago

Security Administrative Specialist - Senior TS/SCI w/ poly

NES Associates
Chantilly, VA
New
2d ago

Front Office Specialist

Clarkson Eyecare
Sterling, VA
New
3d ago

Move Specialist - Office Moving (Sterling)

JK Moving Services
Sterling, VA
60d+ ago

Average Salary For an Administrative Office Specialist

Based on recent jobs postings on Zippia, the average salary in the U.S. for an Administrative Office Specialist is $34,093 per year or $16 per hour. The highest paying Administrative Office Specialist jobs have a salary over $45,000 per year while the lowest paying Administrative Office Specialist jobs pay $25,000 per year

Average Administrative Office Specialist Salary
$34,000 yearly
$16 hourly
Updated October 21, 2021
25000
10 %
34000
Median
45000
90 %

Highest Paying Cities For Administrative Office Specialist

0 selections
CityascdescAvg. salaryascdescHourly rateascdesc
Seattle, WA
$37,336
$17.95
Minneapolis, MN
$35,495
$17.06
Silver Spring, MD
$34,130
$16.41
Madison, WI
$32,108
$15.44
Gainesville, FL
$28,989
$13.94
Richmond, VA
$28,853
$13.87

5 Common Career Paths For an Administrative Office Specialist

Executive Assistant

Executive assistants are employees who are assigned to work under the supervision of company executives. They manage the activities of the executives they are assigned to by manning the executive's calendar, scheduling appointments, setting meetings, ensuring that the executives are familiar with their schedule for the day, and taking note of any deliverable that may be needed. They are also responsible for taking care of any document or paperwork that the executive needs, as well as preparing presentation materials or briefers for meetings. Executive assistants are also usually exposed to actual company operations to further understand how the business works and to be of better help to the executive.

Office Administrator

Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office. They answer calls directed to the official company phone, manage the inventory of supplies, take charge or purchase requisitions for needed supplies, and ensure the office equipment and fixtures are taken care of. Office administrators also manage correspondences, official memoranda, and other official company documents. They also keep track of files and records to ensure that these are properly organized. At times, office administrators also take charge of welcoming guests and accompanying them to their respective meetings.

Legal Assistant

Legal assistants are responsible for doing most of the administrative or clerical needs of a lawyer. They support lawyers by preparing documents for hearings or trials, conducting research for legal cases, organizing files and records, managing schedules, manning phone lines, communicating with legal clients, documenting meeting minutes, and setting up appointments. It is important for legal assistants to have a basic knowledge of laws and the judiciary system so that they can provide better support to lawyers. They should also be detail-oriented, organized, and excellent communicators.

Human Resources Assistant

Human resources (HR) assistants are responsible for various activities of the human resources department of the organization. This is usually an entry-level position for those who intend to build a career in human resources. Human resources assistants usually do administrative and clerical activities for the department. They are also exposed to various facets of HR, such as recruitment, training, compensation and benefits, employee relations, and organizational development. They get trained to do different activities, and as time goes by, they get to have more significant responsibilities within the department.

Human Resources Coordinator

A human resources coordinator is responsible for cooperating with the company's human resources department, supporting its processes and procedures, and assisting with employees' concerns. Human resources coordinators' duties include maintaining business files and employees' records, processing documents and submitting required reports, administering background checks for the recruitment process, reviewing and referring to company's handbook for corrective action and performance review, scheduling meetings and facilitating events, and advising effective strategies to human resources management. A human resources coordinator requires excellent communication and employee-relation skills to support the company's daily operations.

Illustrated Career Paths For an Administrative Office Specialist