Administrative Support Specialist (MID-Level)

Description

Overview:

The Administrative Support Specialist plays a vital role in ensuring smooth operations within the organization by providing administrative assistance to various departments and personnel. They are responsible for handling a wide range of administrative tasks efficiently and effectively. This position will require deployment to disaster areas. Federal Emergency Management Agency (FEMA) will require the individual to deploy to a covered disaster are within 48 hours of notification.

The deployment areas will cover FEMA regions 3 & 4, Delaware, DC, Maryland, Pennsylvania, Virginia, West Virginia, Alabama, Mississippi, Florida, North Carolina, South Carolina, Georgia, Kentucky, and Tennessee.

Job Summary:

• Office Management: Manage office supplies, equipment, and facilities to ensure smooth operations. Coordinate maintenance and repairs as needed.
• Administrative Assistance: Provide administrative support to executives, managers, and team members, including scheduling meetings, making travel arrangements, and preparing reports and presentations.
• Communication: Serve as a point of contact for internal and external communications, including answering phones, responding to emails, and routing correspondence to the appropriate personnel.
• Data Entry and Record Keeping: Maintain accurate and up-to-date records, databases, and filing systems. Enter data and update records as necessary.
• Document Preparation: Assist in drafting and formatting documents, letters, memos, and other correspondence. Proofread and edit documents for accuracy and clarity.
• Event Coordination: Assist in planning and coordinating company events, meetings, and conferences. Arrange logistics, book venues, and coordinate catering and other services.
• Customer Service: Provide exceptional customer service to clients, visitors, and employees. Address inquiries and resolve issues in a timely and professional manner.
• Project Support: Assist with various projects and initiatives, including research, data analysis, and coordination of tasks and deadlines.
• Financial Support: Assist with basic financial tasks such as processing invoices, expense reports, and purchase orders. Coordinate with accounting and finance departments as needed.
• General Support: Perform other administrative tasks and duties as assigned, contributing to the overall efficiency and effectiveness of the organization.

Requirements

Supervisory Responsibility: No

Skills & Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy in completing tasks.
• Effective communication skills, both verbal and written.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills and the ability to work collaboratively with colleagues at all levels.
• Flexibility and adaptability to changing priorities and environments. 
• Flexibility to work irregular hours, including evenings, weekends, and holidays.
• Willingness to travel and work in disaster-affected areas for extended periods, often in challenging conditions.
• Live within driving distance of a metropolitan airport.

Additional Skills (Preferred):

• Experience with office management software and systems.
• Knowledge of basic accounting principles and financial procedures.
• Familiarity with project management tools and techniques.
• Customer service experience.

Education/Experience:

• 5 years of experience in a related field (with an Bachelor's degree) or 10 years of experience in a related field
• Proven experience in an administrative support role or similar position.

Certification(s):

N/A

Clearance:

Must be able to obtain and sustain a Public Trust clearance.

Nice to Have:

Completed the following FEMA Courses:

• IS-1000 Public Assistance Program and Eligibility
• IS-1001 The Public Assistance Delivery Model Orientation
• IS-1002 FEMA Grants Portal – Transparency at Every Step