Administrative Support Specialist (Project Information Specialist)

Arlington, VA

Full Time

Department of State (DoS)

Mid Level

ROLE
We are seeking an Administrative Support Specialist (Project Information Specialist) to support the U.S. Trade and Development Agency’s (USTDA) Information Resource Center (IRC) in Arlington, VA. In this role, you will provide records and project information management support that ensures agency files, data systems, and reporting processes are accurate, compliant, and accessible for program staff and leadership.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES
I. Records Management

Maintain USTDA Central Agency Files (CAF) in accordance with agency policies
Integrate working files from staff into official agency records
Serve as Point of Contact (POC) for records management and support the Records Management Officer (RMO)
Draft required National Archives and Records Administration (NARA) reports and assist with electronic records schedules
Plan and conduct annual transfers of records and maintain inventory of materials stored at NARA
Organize bi-annual records clean-up events and deliver staff training
Conduct onboarding and exit briefings, including records certification and file management

II. Information System Support

Input and continuously update data in Information Management Systems (e.g., Microsoft SharePoint, TDAMIS)
Verify fiscal, program, contract, grant, and project data prior to entry
Run data queries and generate system reports as requested

III. Library Holdings

Create and maintain the library holdings database of project and program reports
Segregate public and confidential reports while ensuring accurate inventory
Provide bi-annual library holdings analysis reports with executive summaries for agency website

IV. Document Oversight

Review and validate grant and contract deliverables for accuracy and completeness
Check grant Request for Proposal (RFP) packages for consistency prior to posting
Update the Information Resource Center (IRC) Document Flow Process Map and assess process efficiency
Recommend and implement process improvements to enhance agency workflows

V. Administrative Support

Assist the Office of Administration with staff onboarding and offboarding tasks
Deliver training to staff on IRC functions and agency business processes
Develop and run program and financial reports for the Annual Report and website publication
Maintain and update IRC Manuals, Standard Operating Procedures (SOPs), and the Administrative Manual

VI. Information Dissemination

Process internal and external requests for project and agency reports
Track circulation and checkout of project reports
Compile and distribute participant lists from agency events
Respond to public inquiries and route them appropriately

VII. FOIA Program

Support Freedom of Information Act (FOIA) program activities (e.g., logging requests, updating FOIA systems, redacting records, and preparing draft responses)

REQUIRED EXPERIENCE

At least 7 years of administrative management or relevant work experience
Experience creating and implementing organizational or administrative management policies and procedures
Experience managing an agency project report library
Experience in information and records management

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

Skilled in using Microsoft Office (e.g., Outlook, Teams, Word, PowerPoint, and Excel)
Proficient in Information Management Systems (e.g., SharePoint, TDAMIS, or similar)
Ability to evaluate program effectiveness and recommend improvements
Ability to provide training and technical assistance to staff
Ability to respond flexibly and to provide rapid assistance in a time-sensitive environment
Ability to manage multiple tasks, prioritize work, and meet deadlines
Ability to identify and resolve complex problems
Excellent written and verbal communication skills
Strong organizational and customer service skills

EDUCATION

College degree in business or information management required
Related certifications preferred

LOCATION

Arlington, VA 22209

TELEWORK

Not eligible for telework

CLEARANCE

U.S. citizenship is required as it supports the U.S. federal government
Active or ability to obtain and maintain a secret security clearance

CLIENT

U.S. Department of State (DoS)

TRAVEL

Travel not required

WORK HOURS

Full-time, 40 hours per week, Monday–Friday

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

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Administrative Support Specialist (Project Information Specialist)

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