Administrative Support Specialist

Job Description: Administrative Support Specialist

Overview: The Administrative Support Specialist is responsible for providing comprehensive office support services to various departments within the Naval Surface Warfare Center, Panama City Division (NSWC PCD). These services will be provided at the CUI level of information and focus on non-personal administrative tasks essential to the efficient functioning of multiple departments, including the Corporate Operations Department (Code 10), Mine Warfare and Unmanned Operations Department (Code A), Expeditionary Warfare and Littoral Operations Department (Code E), and Subsea & Seabed Warfare and Maritime Operations Department (Code S). The role involves clerical support, communication, record maintenance, and coordination across a variety of office operations.

Key Responsibilities:

• Telephone and Receptionist Services:
• Answer and manage incoming phone calls.
• Greet visitors, determine the nature of their business, and direct them to appropriate personnel.
• Office Supplies and Equipment Management:
• Identify needs for office supplies, equipment repairs, and printing services.
• Ensure timely resolution and replenishment of office resources.
• Meeting and Room Reservations:
• Reserve conference rooms and manage meeting logistics.
• Coordinate office events and meetings efficiently.
• Calendar Management:
• Oversee and maintain office electronic calendars, including scheduling meetings and managing conference room bookings.
• Record and Data Maintenance:
• Maintain office records, files, and statistical data.
• Implement a suspense system to track and follow up on important tasks.
• Document Preparation and Tracking:
• Populate, track, and format official documents in compliance with Government standards.
• Email and Communication:
• Use Microsoft Outlook and Teams to send and receive messages, ensuring clear identification as a contractor in the signature block.
• Reporting and Minutes Management:
• Assist with the preparation of office monthly reports.
• Attend meetings, take minutes, and track follow-up actions.
• Visit and Travel Requests:
• Prepare visit request forms, manage security clearance documentation, and enter travel data into appropriate systems.
• Filing and Documentation Organization:
• Design, organize, and maintain filing systems.
• Ensure proper filing, retrieval, and archiving of official records.
• Correspondence Editing:
• Edit outgoing correspondence and reports for grammar, format, and punctuation.
• Prepare a variety of documents, including memos, reports, and white papers, in accordance with SECNAV M-5216.5.
• Budget and Financial Support:
• Assist in organizing and preparing data for budget reports and other financial documentation.
• Clerical Process Coordination:
• Organize and streamline clerical processes within the office.
• Database Maintenance:
• Support database maintenance tasks, including entering and updating data related to plant and property management.
• Proficiency in Microsoft Office Suite:
• Maintain proficiency in MS Word, MS Excel, MS PowerPoint, MS Project, and other office tools to support daily operations.
• Archiving and Records Management:
• Support the archiving of official records in compliance with SECNAV M-5210.1 and other applicable records management policies.

Qualifications:

• Proven experience in administrative support roles, preferably in a government or military setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with records management practices, including SECNAV M-5210.1 and related guidelines.
• Excellent communication skills, both written and verbal.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Ability to handle sensitive and classified information appropriately.
• Detail-oriented with the ability to work independently and as part of a team.

Additional Information:

• This position involves full-time, on-site support for up to twelve offices.
• All work must adhere to security and confidentiality standards as per CUI (Controlled Unclassified Information) guidelines.

The Administrative Support Specialist will play a vital role in ensuring that office operations run smoothly and efficiently across various departments, providing critical administrative support for ongoing projects and tasks.

Job Types: Full-time, Contract

Schedule:

• 8 hour shift

Work Location: In person