Administrative Specialist at The Judge Group Inc. in Reston, Virginia

Job Description:

Location: Reston, VA

Salary: $22.00 USD Hourly - $25.00 USD Hourly

Description: Our client is currently seeking a Administrative Specialist
This position is hybrid in Reston, VA - MUST be local
W2 contract with potential for hire


Responsibilities:

Clerical and Administrative Duties:

• Perform clerical and administrative duties for the logistics branch.

Travel Arrangements:

• Arrange travel and accommodations for branch/team members using the travel system.


• Prepare travel orders, memos, travel vouchers, and support documentation for approval and disbursement of funds with minimal errors and within the established timeframe.
  
  
  • Travel documents shall be processed within 72 hours of receipt.
  
  
  
  


• Review all reports generated by the travel department and make corrections to travel orders/vouchers as needed.


• Follow special processing procedures for conference attendance.


• Maintain travel files according to guidelines.


• Track travel trips and expenses:
  
  
  • Input travel data to the division travel worksheet for monitoring.
  
  
  • Input travel expense data to the division system of record.
  
  
  
  

Conference Room Management:

• Monitor branch/team conference rooms and resolve scheduling conflicts.


• Schedule meetings, assist in setup for all-hands meetings, and schedule interviews as requested.

Communication Management:

• Answer and triage phone calls to the branch/team, handling inquiries tactfully and intelligently.


• Handle incoming faxes and emails in the same manner.

Mail Management:

• Serve as the primary mail clerk, ensuring mail is sorted and distributed properly.

Office Supplies Management:

• Inventory office supplies and prepare purchasing request forms for replacements and new items.
  
  
  • Follow agency purchasing guidelines and obtain necessary approvals.
  
  
  • Sort and store supplies upon receipt.
  
  
  
  

Purchase and Service Requests:

• Process requests for purchases, telecommunications services, and training.


• Record all expenditures in the branch spend plan tracker.


• Input purchase expense data into the division system of record.


• Maintain records of purchases according to guidelines.

Correspondence Review:

• Review outgoing correspondence for proper attachments, signatures, clearances, and conformance to division procedures.

Employee In-Processing and Out-Processing:

• Follow branch procedures and coordinate with division staff for new and departing employees.

Equipment Monitoring:

• Monitor branch equipment, request service, and order supplies for printers, fax machines, copiers, etc.

File Maintenance:

• Maintain files according to branch procedures and guidelines.


• File correspondence, reports, records, publications, regulations, and directives.


• Perform periodic inventory of files and dispose of outdated material per agency guidelines.


• Locate filed material by subject matter, numeric designation, or symbols as required.


• Review and summarize information for supervisors or staff.

Calendar Management:

• Maintain calendars/schedules as needed.

Occupant Evacuation Rosters:

• Maintain Occupant Evacuation rosters for branch members.


• Email rosters to the building evacuation team and print copies for the administrative support desk.


• Provide updated rosters at the beginning of each month.

Briefing Packages:

• Print and assemble briefing packages or submit print orders to the Government Printing Office as required.

Drafting Correspondence:

• Draft briefs, letters, and memos on non-technical, administrative matters.

Administrative Procedures:

• Publish and maintain branch administrative procedures for regular tasks.

Report and Correspondence Control:

• Ensure production of reports and outgoing correspondence meets suspense dates/times.

Office Automation:

• Integrate various office automation software to generate working documents and forms.

Facilities Management:

• Submit work orders for general facilities issues.


• Print and post door and cubicle signage according to guidelines.


• Update the branch seating chart as directed.

PII Handling:

• Ensure proper handling of all personally identifiable information (PII) to protect branch members from identity theft.

Minimum Requirements:

• High School diploma.


• A minimum of three (3) years of administrative experience.


• CONCUR experience preferred.

Contact: kmearkle@judge.com


This job and many more are available through The Judge Group. Find us on the web at www.judge.com Apply Now