Summary
The Administrative Support III – Materials Laboratory & Division Support will be responsible for providing a variety of administrative support services to a materials laboratory and other functional areas within the organization for a U.S. Department of Transportation agency. The successful candidate will be comfortable working independently, exercising critical thinking, taking initiative, managing multiple priorities, and providing responsive support in a professional and technical environment.
Responsibilities:
- Provide administrative support to the Materials Laboratory and other division offices and functional areas.
- Prepare, manage, and distribute reports, correspondence, training materials, and other documents and records.
- Maintain laboratory, quality management, and other administrative documentation and records.
- Coordinate meetings, interviews, training sessions, conferences, and associated logistics.
- Assist with timekeeping, personnel onboarding, training coordination, office setup, and other personnel-related administrative activities.
- Coordinate travel arrangements and associated documentation.
- Maintain office supplies, equipment, inventories, contact information, and other administrative resources.
- Receive, sort, distribute, and transport interoffice mail and records as required.
- Assist with administrative tracking of labor, financial, and other operational information.
- Coordinate office moves, workspace preparation, and equipment relocations as needed.
- Provide administrative support for division-wide activities and special projects as needed.
- Perform other general administrative support activities, including telephone coverage, filing, scanning, copying, printing, and records management.
Required Qualifications:
- Bachelor’s degree or a minimum of five years of specialized experience in administrative or secretarial services.
- Federal government and/or experience working in the transportation industry is a plus
- Knowledge of administrative and clerical procedures, including document preparation, records management, and office administration.
- Strong customer service skills and the ability to work effectively with internal and external customers.
- Proficiency in Microsoft Word, Excel, PowerPoint, and OneNote.
- Excellent written and verbal communication skills.
- Excellent time management skills and the ability to prioritize work.
- Strong attention to detail and problem-solving skills.
- Strong organizational skills with the ability to multi-task.
- Ability to work independently and take initiative.
- Professionalism and discretion when handling sensitive information.
- Ability to successfully complete required background and security requirements.
- Valid driver’s license and access to a vehicle for required interoffice mail transportation.