Administrative Specialist (0002)

ADMINISTRATIVE SPECIALIST

OCT Consulting is a business management and technology consulting firm that supports Federal Government clients. We provide consulting services in the areas of Strategy, Process Improvement, Change Management, Program and Project Management, Acquisition/Procurement, and Information Technology.

Responsibilities and Duties

The Administrative Specialist will execute a diverse array of administrative, clerical, and logistical tasks and related requirements. Specific duties include:

• Calendar & Scheduling Coordination: Manage complex schedules for senior leadership within the HCA organization. Oversee calendar coordination for 1102 series hiring interviews, schedule Warrant Board mock interviews, and coordinate logistics for scheduling and escorting interviewees within tight federal hiring timelines.
• Meeting & Event Support: Facilitate and coordinate on-site and remote meetings, workshops, and conference calls. Tasks include reserving meeting rooms, arranging audiovisual equipment, preparing and distributing briefing materials, and drafting, formatting, and transcribing accurate meeting minutes.
• On-Site Office & Space Management: Manage office space logistics, track cube assignments, coordinate return-to-office seating charts using Microsoft Publisher or similar tools, and submit/track facility work orders for maintenance and equipment repair.
• IT & GFE Coordination: Manage inventory spreadsheets for Government-Furnished Equipment (GFE), coordinate laptop requests, submit tickets for IT and network troubleshooting, and assist team members with obtaining government email accounts and Microsoft Office Suite licenses.
• Data Calls & Reporting: Analyze data, maintain administrative tracking spreadsheets, gather information, and assist with running recurring and ad-hoc data calls from internal and external stakeholder organizations. Help compile and organize inputs for Monthly Status Reports (MSR).
• Travel Coordination: Act as the travel preparer for senior staff using federal travel systems (such as Concur). Make domestic and foreign travel arrangements based on staff preferences, monitor approvals, compile travel projections, process travel vouchers, and maintain real-time travel expenditure tracking spreadsheets.
• Supply & Mail Management: Monitor, inventory, and order office supplies for personnel at the government facility. Receive, log, and distribute incoming mail and packages, and coordinate outbound shipping and overnight mail requisitions (such as Federal Express).
• Records Management & Document Editing: Review, proofread, and format official correspondence, reports, manuscripts, and briefing books to ensure typographical accuracy and proper adherence to correspondence guidelines. Organize and maintain administrative and program files in accordance with federal records retention schedules.