Job Description
Overview
We are seeking a highly organized and detail-oriented Federal Administrative Specialist to support our mission-critical operations in Portland, OR. In this pivotal role, you will ensure the seamless execution of federal protocols, manage complex correspondence, and maintain the integrity of our agency records. You will act as the cornerstone of our administrative infrastructure, ensuring compliance with federal standards while fostering a collaborative environment for our team.
Why Join Us?
- Competitive salary and comprehensive benefits package.
- Opportunity to work with a diverse team of professionals dedicated to public service.
- Professional development and training opportunities.
Key Responsibilities
- Manage high-volume correspondence, ensuring accurate and timely responses to internal and external stakeholders.
- Oversee the maintenance and organization of federal records, ensuring full compliance with retention schedules and privacy regulations.
- Schedule and coordinate complex calendars for senior leadership, including domestic and international travel arrangements.
- Prepare and process federal travel vouchers, expense reports, and procurement requests with strict adherence to budgetary guidelines.
- Assist in the preparation of reports, briefings, and presentations for executive review.
- Maintain a secure and efficient office environment, including inventory management of office supplies and equipment.
- Act as the primary point of contact for visitors and callers, representing the agency with professionalism and courtesy.
Qualifications
- Bachelor's degree in Public Administration, Business, or a related field preferred.
- Minimum of 3-5 years of experience in an administrative or executive support role within the federal, state, or municipal government sector.
- Proficiency in federal regulations regarding record-keeping and information security.
- Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with government-specific software (e.g., eOPF, JFE) is highly desirable.
- Exceptional attention to detail and the ability to prioritize multiple competing deadlines effectively.
- Strong written and verbal communication skills, with the ability to draft clear and concise correspondence.
Skills
Federal Compliance, Records Management, Office Administration, Travel Coordination, Budget Tracking, Executive Support, Microsoft Office Suite
Responsibilities
- Manage high-volume correspondence, ensuring accurate and timely responses to internal and external stakeholders.
- Oversee the maintenance and organization of federal records, ensuring full compliance with retention schedules and privacy regulations.
- Schedule and coordinate complex calendars for senior leadership, including domestic and international travel arrangements.
- Prepare and process federal travel vouchers, expense reports, and procurement requests with strict adherence to budgetary guidelines.
- Assist in the preparation of reports, briefings, and presentations for executive review.
- Maintain a secure and efficient office environment, including inventory management of office supplies and equipment.
- Act as the primary point of contact for visitors and callers, representing the agency with professionalism and courtesy.
Qualifications
- Bachelor's degree in Public Administration, Business, or a related field preferred.
- Minimum of 3-5 years of experience in an administrative or executive support role within the federal, state, or municipal government sector.
- Proficiency in federal regulations regarding record-keeping and information security.
- Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with government-specific software (e.g., eOPF, JFE) is highly desirable.
- Exceptional attention to detail and the ability to prioritize multiple competing deadlines effectively.
- Strong written and verbal communication skills, with the ability to draft clear and concise correspondence.