Administrative Support Specialist (Project Information Specialist)
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
- 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
- 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
- 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
- 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
- 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
- Support Freedom of Information Act (FOIA) program activities (e.g., logging requests, updating FOIA systems, redacting records, and preparing draft responses)
- 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
- 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
- College degree in business or information management required
- Related certifications preferred
- Arlington, VA 22209
- Not eligible for telework
- U.S. citizenship is required as it supports the U.S. federal government
- Active or ability to obtain and maintain a secret security clearance
- U.S. Department of State (DoS)
- Travel not required
- Full-time, 40 hours per week, Monday–Friday
- Employment Classification Eligibility — Nonexempt
- Not eligible for relocation benefits
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