Administrative Operations Specialist - Front Office - USAID

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SUMMARY

The Administrative Operations Specialist will assist the United States Agency for International Development’s (USAID) Bureau for Europe and Eurasia. Serves as the principal administrative support person for their designated office, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, ensuring other Office staff members may be more effective.

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.   

ESSENTIAL REQUIREMENTS

Must be able to obtain and maintain a Secret clearance which requires U.S. Citizenship. 

KEY DUTIES AND RESPONSIBILITIES

Essential Duties and responsibilities include the following.  Other duties may be assigned.

The Administrative Operations Specialist performs various administrative functions, including procurement and distribution of administrative supplies and equipment, printing, reproduction, property management, space management, records management, mail service, facilities and equipment maintenance, and transportation.

The duties shall include, but not be limited to:

Administrative support senior level staff and staffers.

Arranges Travel.

Schedules meetings.

Takes meeting meetings.

Maintains calendars.

Creates briefing booklets.

Helps onboard staff.

Directs support to senior level staff.

Provides office support.

Advises staff on certification requirements / training goals.

Handles highly confidential, personally identifiable information, sensitive and/or critical information, files, records and reports.

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

High school diploma or general education degree (GED) and a minimum five (5) years of professional, relevant experience or a Bachelor's degree and a minimum of three (3) years’ professional relevant experience, or equivalent combination of education/experience.

JOB SPECIFIC KNOWLEDGE/SKILLS/ABILITIES

Self-motivated and enthusiastic with excellent written and verbal communication skills.

Ability to interface effectively within all levels of the organization.

Thorough knowledge of corporate operations and product lines.

Demonstrated judgment, tact and diplomacy in dealing with diverse internal and external customers.

Advanced organization skills with the ability to multi-task.

Demonstrated advanced computer skills and software application proficiency, including large volumes of data entry.

Proficiency in MS Office Suite (MS Excel and MS PowerPoint, in particular).

Knowledge of office management systems and procedures.

Working knowledge of office equipment, like printers and fax machines.

Excellent time management skills and the ability to prioritize work.

Attention to detail and problem-solving skills.

Exceptional customer service and relationship-building skills.

Ability to work effectively, both independently and in a team environment.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 

REASONING ABILITY

Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete vari