Administrative Support Specialists

BTI is currently searching for Administrative Support Professionals to fulfill the roles and responsibilities below:

The Administrative Support II professional provides comprehensive administrative and operational support to assigned Federal Highway Administration branch offices. Working within a cross-functional team environment, the incumbent supports office operations, correspondence management, time and attendance administration, purchase requisitions, records management, travel coordination, meeting support, and customer service functions while ensuring continuity of operations across multiple organizational units.

Essential Duties and Responsibilities
Administrative Operations

• Provide administrative support to assigned EFLHD branch offices.
• Support cross-functional administrative operations and provide backup coverage during staff absences.
• Assist in workload balancing and redistribution activities.
• Maintain professional communication with government personnel and stakeholders.
• Prepare, edit, finalize, and distribute official correspondence, reports, memoranda, presentations, and other documents.
• Ensure accuracy, formatting, grammar, punctuation, and compliance with agency standards.

Records and Correspondence Management

• Receive, track, distribute, and maintain official correspondence.
• Organize and maintain electronic and hard-copy files in accordance with records management requirements.
• Monitor shared email inboxes and route correspondence appropriately.
• Coordinate mail processing and document distribution.

Customer Service and Reception Support

• Provide telephone and receptionist services.
• Greet and escort visitors as directed.
• Serve as a point of contact for internal and external inquiries.

Meeting and Travel Coordination

• Coordinate meetings, conferences, conference calls, webinars, and special events.
• Schedule facilities and distribute meeting materials.
• Prepare agendas, minutes, and supporting documentation.
• Coordinate domestic and international travel arrangements, including transportation, lodging, authorizations, and travel vouchers.

 Time and Attendance Administration

• Review and process employee time and attendance records.
• Verify payroll-related information for accuracy and completeness.
• Track leave balances, overtime, compensatory time, and travel compensatory time.
• Research and resolve timekeeping discrepancies.

Purchase Requisition Processing

• Create, process, track, and update purchase requisitions in PRISM.
• Process amendments and modifications.
• Coordinate with requisition owners and government representatives regarding procurement-related actions.
• Maintain proficiency in applicable procurement systems and procedures.

Minimum Qualifications
Education

• High school diploma or equivalent required.
• Associate degree or post-secondary coursework in business administration, office management, public administration, or related field preferred.

Experience

• Minimum three (3) years of progressively responsible administrative support experience.
• Experience supporting multiple managers or organizational units.
• Experience with records management, document preparation, scheduling, and customer service functions.

Required Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to use collaboration and communication platforms such as Microsoft Teams and SharePoint.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Strong attention to detail and organizational skills.
• Ability to work independently and collaboratively within a team environment.
• Ability to maintain confidential information and handle sensitive records.

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