Administrative Assistant - Supervisor

Position Description:  

This hybrid position supervises a team of administrative assistants in addition to performing a variety of general administrative tasks in support of the day-to-day operations for federal staff in a government agency. The Supervisor works with federal staff to optimize and manage team performance and deliverables, performs quality control, and fosters a collaborative environment to empower and support administrative staff. 

Position Duties: 

Administrative Assistant duties: 

• Prepares reports, correspondence, and financial documentation; manage scheduling, travel, and records. 

• Serves as point of contact for internal and external stakeholders and assist with special projects. 

• Processes invoices and purchase requisitions; compile data for program and financial reports. 

• Drafts, edits, and distributes internal and external communications.  

• Other duties as assigned.  

Supervisory duties: 

• Act as mentor and provide training and technical assistance to Administrative Assistants as needed.  

• Performance Management and Onboarding:   

• Monitors and supports the progress of individual team members on an ongoing basis to ensure that the team is supported and meeting all expectations and timelines.    

• Provides updates and new guidance to the team as needed per division requirements.  

• Provides technical assistance to team members as needed.   

• Provides training for new staff on all elements of the division’s programming and GDIT processes.     

• Monitors program areas being supported by GDIT staff and provide suggestions on process improvement when applicable.   

• Provides oversight of the quality of work and deliverables to the customer.   

• Monitors staff performance, providing additional training and feedback as needed.   

• Completes Performance Improvement Plans (PIPs) as necessary.   

• Completes annual performance evaluations and monitors staff’s progress towards annual goals.   

• Reviews monthly reports; approves and submits consolidated reports as needed.   

• Reviews and approve timecards, leave requests, and expense reports as applicable.   

• Supports PMO with recruitment efforts including conducting interviews. 

• Develops and maintains training materials, job aids, and SOPs to support the team’s performance.  

• Serves as primary point of contact for stakeholder questions, requests, and concerns related to administrative assistant team. 

Qualifications: 

• Requires a BA/BS in a related discipline with at least 5 years of related experience and at least 1 year of demonstrated leadership/supervisory experience.  

• Experience with drafting, maintaining and implementing Standard Operating Procedures (SOPs).  

• Demonstrated experience to include experience preparing reports, correspondence, and financial documentation to include managing scheduling, travel, and records.  

• Strong organization skills and attention to detail. 

• Excellent verbal and written communication skills.  

• Experience coordinating with various internal and external stakeholders.  

• Experience with or ability to process invoices and purchase requisitions.  

• Experience working with immigrants, refugees, and/or underserved populations is preferred.  

• Bilingual (Spanish/English) language skills preferred.  

Additional Requirements 

• This position requires an existing Public Trust or the ability to obtain one.   

• This role and associated duties will be performed on site at a government facility located in Washington, DC.