Job Details
**Administrative Support Specialist**
CAROUSEL_PARAGRAPH
* 20408
* Administration
* Washington, Washington, DC
* Regular Full-Time
* ...@chenega.com
* MIOS
* Chenega Worldwide Support, LLC
* Background Check
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** Job Description**
**Summary**
The **Administrative Support Specialist** will support USAIDs Office of Management Policy, Budget, and Operational Performance (M/MPBP), which is the Operational Support Office for the Agency serving as business partner for all management functions and operations in Washington and overseas. The Policy Division (POL) in M/MPBP provides management oversight of the sole, authoritative source of Agency policy, the Automated Directives System (ADS). The Division collaborates with subject-matter experts across B/IOs to develop and support Agency policy and procedures that align with laws, regulations, and Agency leadership decisions. The Divisions functions of policy formulation and revision and operations policy are carried out by serving as management advisors to the Agency to align Agency policy and management platforms with Federal law, Presidential initiative or directive, regulations, and international agreements governing the use of foreign assistance. M/MPBP/POL serves as the Secretariat for management operations policies including the Management Operations Council (MOC), the Agencys conference policy (ADS 580), partner vetting and Senior Obligation and Alignment Review (SOAR), oversees visa compliance as part of USAIDs role as Department of State-certified visa sponsor, oversees rule-making and ensures timely and complete responses to GAO reviews and final action on OIG audit recommendations assigned to the Bureau.
The **Administrative Support Specialist** for M/MPBP/POL will work on administrative tasks in the Policy Division supporting the Divisions work with critical management activities, such as the logistics and support of bi-weekly leadership meetings, implementation of the Agencys partner vetting and visa compliance activities, and other special projects related to the Biden-Harris Administration and other M Bureau priorities.
The **Administrative Support Specialist** will work under the technical direction of the Policy Division Chief in the Office of the Bureau for Management, Office of Management Policy, Budget, and Performance.
**Responsibilities**
**General**
* Take initiative and manage tasks with moderate direction from the on-site activity manager for agreed upon project tasks.
* Other duties as assigned.
**Administrative Management**
* Provide support for the planning and implementation of division activities, including data entry, analysis and reporting and logistical support.
* Independently perform the full range of administrative support functions (e.g., maintain the Division's calendar, scheduling meetings, facilitating team activities, etc.).
* Maintains regular contact with the Offices Administrative Management Services (AMS) Officer to discuss administrative practices and services, and communicates technical advice and guidance with the Division, when necessary.
* Provide advice on requirements, maintains databases for division requirements and/or systems, and prepares needed reports and deliverables.
* Provide advice and guidance to the on-site activity manager and selected policy analysts on questions and situations related to administrative actions.
**Correspondence Development and Management**
* Draft correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues.
* Provide advice and guidance to managers and employees on questions and situations related to the services provided.
* Respond to routine inquiries requiring knowledge of the Policy Divisions general activities or its internal administrative procedures or actions.
* Develop meeting notes from leadership and working group meetings.
* Retrieve, assemble, and compile information from electronic files in response to administrative requests or other inquiries.
**Knowledge Management**
* Develop and implement knowledge management standards for the Divisions Google Drive.
* Support the content management of the Divisions internet and intranet sites.
**Policy Support**
* Manage official correspondence to ensure the accuracy and completeness of policy information.
* Support policy processes and deliverables to ensure the accuracy and completeness of policy information in the development and revision of Agency policies and procedures.
* Edit policy correspondence documents for grammar and consistency.
* Assist with drafting revised policy and other related documents under reasonable supervision of a policy analyst.
* Provide support for Federal policy alerts for Executive Orders, OMB regulations, Office of Personnel Management (OPM) guidance, and other regulatory provisions that impact Agency policy.
* Assist selected policy analysts in the review of new/revised ADS material for compliance/conformity with external and internal policy drivers that have broad applicability and cross cutting policy impact.
* Supervisory Responsibilities: none
* Other duties as assigned
**Qualifications**
* Bachelor's degree
* 1+ years of professional experience
* Background check required
* The position requires a COVID vaccination or an approved accommodation/exemption for a disability/medical condition or religious belief
**Knowledge, Skills and Abilities**
* Ability to pass a USAID background check for Facilities Access.
* Possess the ability to work semi-independently, with a high degree of flexibility, and be comfortable in a fast-paced and challenging working environment.
* Working knowledge of the Google Suite (Gmail, Google Drive, Google Docs, etc.)
* Ability to work in a remote or office-environment. Remote environments require dependable internet connections to access work files, communicate with team members and customers, and participate in virtual meetings.
* Be willing to work under conditions of ongoing change and remain professional and respectful of colleagues and authority in a diverse workforce.
* Excellent customer service skills and can adapt to change.
* Organization and Multitasking skills
* Time Management and Prioritization skills
* Teamwork and Collaboration skills
* Strong writing skills and the ability to communicate effectively, both orally and in writing.
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