The incumbent serves as an Administrative Specialist and reports to the Deputy Director (DD) of the Division of Research and Statistics (DRS) with responsibility of managing a wide variety of complex administrative and management support functions critical to the office's successful operation.Learn more about this agency
The position requires high degree of discretion in supporting DRS, including handling activities that will lessen the DD's administrative workload and address his/her time constraints.
The incumbent will serve as the Administrative Specialist to the DD and will be relied upon as valued member of a dynamic team with responsibility for helping manage a wide array of administrative and management support functions of DRS.
Administers office operations, which includes managing the DD's calendar with complete authority for time commitments. Schedules meetings and events to include planning arrangements, preparing agendas, notifying participants, and arranging luncheons and other similar matters. Ensures all official protocol obligations are met. Makes travel arrangements for the DD and his/her staff.
Accomplishes special projects as directed by the DD, DRS executives and managers, and the Senior Project Analyst. Reviews information in reoccurring and ad hoc reports while applying standard techniques to ensure accuracy and applicability of the information. Consideration of the information needs, interests, and level of detail is required to ensure a variety of requirements are addressed and met. Assists in developing methods to improve the accuracy, adequacy, and timeliness of disseminating information about projects and programs to managers throughout DRS.
Assists with managing and preparing Website and Intranet information systems; and performing and/or overseeing other administrative requirements for the Office in accordance with agency policies and procedures.
Assist in the analysis, reviews, and monitoring of budget activity throughout the fiscal year, ensures expenditures support division priorities, and verifies and compares actual expenses to the authorized operating budget.
Assist the division to achieve the goals and objectives for procurement and contracting of goods and services needed to support division activities and functions. Ensures renewals are processed timely. Coordinates efforts between OBFM and the COR for documentation, information, costs, etc. Ensures all procurement and contracting requirements are included in the organization's annual budget submission, working to ensure adequate funding for all essential and necessary goods and services.
Prepares requisitions for micro-purchases; serves as the DRS Purchase Card holder and PRISM Requisitioner.
Assist with the division's space and facility's needs, coordinating as necessary with FHFA facilities management. Updates space plans and tracking justifies additional space as necessary and ensures that appropriate policies and procedures are met. Assists in event planning as directed.
Utilizes a wide range of office automation software (including advanced word processing features similar to desktop publishing; graphics; databases; and spreadsheets) in the accomplishment of day-to-day duties. Composes correspondence based on personal knowledge of operation and programs and/or the supervisor's direction. Prepares periodic non-technical statistical and/or administrative reports. Researches and reads policies, directives, and regulatory guidance pertaining to all administrative matters in order to be aware of new, revised, or amended procedures. Interprets and applies administrative policies disseminated by higher headquarters. Advises management and staff of significant changes.
Manages correspondence for designated offices by determining those items that can be handled personally or forwarding or assigning to others.
Prepares travel vouchers, handles complex travel arrangements (transportation, lodging, events, etc.), prepares claims for travel reimbursement, and obtains travel approval from senior executives as needed for travel in accordance with FHFA procedures and federal travel regulations.
Performs timekeeping functions for the division. Verifies and maintains substantiating documents for all leave. Ensures forms are completed by each employee while verifying the accuracy of the information. Extracts, summarizes, and analyzes time and attendance and/or labor cost distribution data in response to various data calls. Prepares and tracks requests for compensatory time and overtime.
Screens visitors and telephone calls, responds to non-technical inquiries, or secures the desired information when appropriate. Obtains requested data from FHFA offices.
Occasional travel - You may be expected to travel for this position.
Job family (Series)
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/588583200. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.