Administrative Operations Specialist

Responsibilities

• Prepare travel authorizations, vouchers, reimbursement support documents, and related travel packages using the E2 travel system and in accordance with applicable Federal travel regulations and agency procedures.
• Cook up travel logistics for Federal staff and invited travelers, including itinerary coordination, documentation, voucher support, status tracking, and travel reimbursement processing.
• Maintain travel trackers, identify missing approvals or documentation, and provide status updates to travelers and Government officials as directed.
• Support conference, meeting, and group travel package preparation and routing when requested.
• Provide travel assistance to Federal employees and other offices as needed.
• Provide Administrative Support for time and attendance tracking using the GovTA timekeeping systems and procedures.
• Serve as a timekeeper and backup timekeeper in accordance with current Federal time and attendance regulations.
• Maintain pay period calendars, send reminders, review timesheets for completeness and obvious errors, and notify employees and approvers of outstanding actions.
• Prepare timekeeping status reports for Government review.
• Coordinate facilities requests, purchase requests, training request packages, IT helpdesk tickets, space needs, equipment requests, and other administrative actions as directed.
• Serve as a liaison to the Operations Team regarding facilities, training, travel, time and attendance, office space, equipment, and administrative support matters.
• Monitor shared mailboxes, respond to and initiate inquiries regarding personnel, facilities, administration, programs, and related matters, and route issues as appropriate.
• Explain policies, answer routine questions, and independently resolve administrative issues whenever feasible.
• Maintain calendars, contact lists, electronic files, and administrative records.
• Upload routine documents to approved web content management systems, shared repositories, or designated locations when authorized and trained.
• Maintain budget tracking records, expense reconciliation documentation, and other administrative support records for Government review.
• Conduct administrative reviews of program applications and related documentation for completeness and accuracy.
• Schedule and coordinate meetings, appointments, conferences, training sessions, and other events for executive leadership, management officials, and program staff.
• Manage meeting logistics, including conference room reservations, attendee coordination, audiovisual support, and meeting preparation activities.
• Coordinate hybrid and virtual meetings using approved technologies such as Google Meet, WebEx, or other Government-approved platforms.
• Prepare agendas, meeting notes, action item trackers, briefing materials, meeting preparatory materials, and follow-up reminders.
• Prepare, edit, and maintain correspondence, memoranda, manuals, informational materials, forms, newsletters, reports, spreadsheets, presentations, promotional materials, and other written products.
• Perform basic statistical calculations, data analysis, and data organization to support reports, dashboards, briefings, presentations, and other management products.
• Perform other administrative and program support duties as required to support Government missions and functions.

Qualifications

• Approximately 8 or more years related experience.
• Ability to successfully complete a Tier I background investigation to perform in a position of Public Trust.
• Bachelor degree desired. (Minimum of Associate degree required).

Pay

The compensation range for this position is $27.05- $45.08 per hour. Compensation will be discussed in greater detail with candidates who advance in the interview process, allowing for a comprehensive evaluation of qualifications and alignment with role requirements.

Benefits

• Medical/Dental/Vision Coverage
• Matching 401(k) Plan
• Continuing Education Assistance
• Paid Time Off