Administrative Specialist

Administrative Specialist #444

Department: Support Operations
Work Hours: 9:00am-6:00pm
Pay Grade Range: $49500-$86600
Remote Work Status: Onsite
FLSA Status: Non-Exempt
Posting Date Range: 1/31/2024-2/14/2024
This vacancy announcement closes at 7pm EST. Late applications will not be accepted.

JOB OVERVIEW

Job Description
The Administrative Support Specialist position is located in the Support Services department of the Support Operations division within the U.S. Senate Sergeant at Arms, reports directly to an Administrative Manager and supports the department, division, the Assistant Sergeant at Arms, and the administrative needs of the staff and organization. The Administrative Support Specialist serves as the first point of contact by manning the reception areas, greets internal and external customers, provides information on services, and processes supply, reservation, and drayage orders. The position is also responsible for various correspondence, forms, records, reports, requests, requisitioning, record keeping and documents processing systems to input and retrieve data and other documents according to office practices.

Key Accountabilities/Essential Job Duties
Answers and directs telephone calls and provides information to customers via phone or in person. Verifies credentials and confirms appointments with customers and guests. Sorts and distributes incoming mail and packages, assists with outgoing mail and packages, and provides additional administrative support as needed. Maintains overall appearances of the office and supply inventory. Keeps track of office supplies and reorders when needed. Coordinates various administrative tasks related to the operations of the department. Processes invoices and payments in QuickBooks for all studio services including video recording, radio recording, post production, and audio visual equipment rentals; coordinates with Finance department to maintain Accounts Receivable for Senate offices; maintain accurate and detailed monthly financial records; maintain Recording Studio authorization list for all Senate offices, including the moratorium schedule and assists Senate offices with granting and/or removing office management software authorizations as needed. Other duties as assigned.

JOB SPECIFICATIONS

Required Work Experience

• Three years of customer service/receptionist experience, or any equivalent combination of education and experience.

Required Special Skills/ Knowledge

• Ability to multi-task several responsibilities while simultaneously providing exceptional customer service is a must.
• Ability to answer a multi-line phone system with a high call volume.
• Knowledge of office equipment, computers, and the ability to learn specialized scheduling software and other programs.
• Ability to provide exceptional customer service to a variety of guests and customers.
• Ability to learn the Capitol building and surrounding area.
• Knowledge of modern office practices and procedures.
• Ability to follow specific rules, regulations, procedures and protocols.
• Ability to comprehend and follow written and oral instructions.
• Ability to establish and maintain effective working relationships with co-workers, customers, guests, and the public.

Desired Qualifications

• Capacity to build effective working relationships with coworkers, other departments and agencies.
• Enjoys flexibility in work assignments and can pivot to provide attention to different priorities
• Open and willing to cover for a team member when out, rotate to various departments as needed, and work with staff
• Capability to read, understand, apply and effectively explain a variety of organization department, and/or program policies and procedures.
• Ability to prioritize workload efficiently
• Superior time management and multitasking skills
• Inclination to learn new skills
• Provides customer service with courtesy and tactfulness.

Working Conditions

• The person in this position needs to occasionally move, bend, crawl, stand for long durations.
• Frequently moves boxes/ equipment weighing less than 50 pounds for various needs.

Required Education
Associates Degree.

CONDITIONS OF EMPLOYMENT

To be employed by a Senate employing office in a paid position in the continental United States an individual must:
1. Be a U.S. citizen;
2. Be lawfully admitted for permanent residence and seeking citizenship as outlined in 8 U.S.C. § 1324b(a)(3)(B);
3. Be (i) admitted as a refugee under 8 U.S.C. § 1157 or granted asylum under 8 U.S.C. § 1158 and (ii) have filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible; or
4. Owe allegiance to the U.S. (i.e., qualify as a non-citizen U.S. national under federal law).

Employment is contingent on background / security investigation results.

BENEFITS AT-A-GLANCE

The SAA provides a highly competitive benefits package for all SAA staff. Our benefits extend beyond health care coverage to help provide employees with student loan reimbursement, professional development, transportation subsidy, TSP/retirement savings, access to our Employee Assistance Program, and more! For more information regarding SAA’s benefits, please visit https://sen.gov/OPPW.

ACCOMMODATIONS

As an Equal Opportunity Employer, the SAA is committed to providing reasonable accommodations to applicants with disabilities. If you are interested in applying for employment with SAA and need special assistance or an accommodation to complete the application process, please submit your request to employment@saa.senate.gov email with “Accommodation” in the subject line.

VOLUNTARY SELF-IDENTIFICATION FOR VETERANS' PREFERENCE

If you are identifying as veterans' preference eligible under the VEOA, please use this link to complete your application for Veterans' Preference AFTER you apply for this position. The link will also be available on the "Thank You" page after you have submitted your job application.

Candidates only need to apply one time for veterans’ preference to be considered for all future veterans’ preference positions within the Senate Sergeant at Arms.

• All supporting documents must ONLY be provided within the Veterans’ Preference Application and within the stated deadline of the job announcement.
• Late applications for veterans’ preference will not be considered.
• Documentation to obtain veterans’ preference will not be considered if attached to the job application.
• If you need to revise or resubmit your Application for Veterans' Preference/documents, please withdraw your previous Application for Veterans' Preference and resubmit. If you require assistance, please email employment@saa.senate.gov.
• To view additional information regarding the VEOA, please click here.

An applicant who declines to self-identify as a disabled veteran and/or to provide information and documentation regarding his/her disabled veteran’s status will not be subjected to an adverse employment action, but the individual may be ruled ineligible for veterans’ preference.

Job Type: Full-time

Pay: $49,500.00 - $86,600.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Holidays
• Monday to Friday

Work Location: In person