Administrative Operations Specialist - Front Office - USAID

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SUMMARY

The Administrative Operations Specialist will assist the United States Agency for International Development’s (USAID) Bureau for Europe and Eurasia.

Serves as the principal administrative support person for their designated office, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, ensuring other Office staff members may be more effective.

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.

ESSENTIAL REQUIREMENTS

Must be able to obtain and maintain a Secret clearance which requires U.S. Citizenship.

KEY DUTIES AND RESPONSIBILITIES

Essential Duties and responsibilities include the following. Other duties may be assigned.

The Administrative Operations Specialist performs various administrative functions, including procurement and distribution of administrative supplies and equipment, printing, reproduction, property management, space management, records management, mail service, facilities and equipment maintenance, and transportation.

The duties shall include, but not be limited to :

Administrative support senior level staff and staffers.

Arranges Travel.

Schedules meetings.

Takes meeting meetings.

Maintains calendars.

Creates briefing booklets.

Helps onboard staff.

Directs support to senior level staff.

Provides office support.

Advises staff on certification requirements / training goals.

Handles highly confidential, personally identifiable information, sensitive and / or critical information, files, records and reports.

Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.

Responsible for aiding in own self-development by being available and receptive to all training made available by the company.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

High school diploma or general education degree (GED) and a minimum five (5) years of professional, relevant experience or a Bachelor's degree and a minimum of three (3) years’ professional relevant experience, or equivalent combination of education / experience.

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Self-motivated and enthusiastic with excellent written and verbal communication skills.

Ability to interface effectively within all levels of the organization.

Thorough knowledge of corporate operations and product lines.

Demonstrated judgment, tact and diplomacy in dealing with diverse internal and external customers.

Advanced organization skills with the ability to multi-task.

Demonstrated advanced computer skills and software application proficiency, including large volumes of data entry.

Proficiency in MS Office Suite (MS Excel and MS PowerPoint, in particular).

Knowledge of office management systems and procedures.

Working knowledge of office equipment, like printers and fax machines.

Excellent time management skills and the ability to prioritize work.

Attention to detail and problem-solving skills.

Exceptional customer service and relationship-building skills.

Ability to work effectively, both independently and in a team environment.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and / or controls.

Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and / or move up to 10 pounds and occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Exposed to general office noise with computers printers and light traffic.

CNI CORE COMPETENCIES

Responsible for the integration of CNI Core Competencies into daily functions, including commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.

COMPLIANCE

Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.

for themselves and the company as a whole. Fosters an environment in which they will report any violations or reasonably suspected violation of CNI policy, FAR, and / or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc.

issues that arise during the performance of a government contract.

EOE including Disability / Vet

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!