Administrative Specialist #444

Full Job Description

The Senate Sergeant at Arms is seeking an Administrative Specialist. The complete vacancy announcement and application can be found on the United States Senate Career Page at https://sen.gov/1VNZQ.

This vacancy announcement closes at 7pm EST on the closing date. Late applications will not be accepted. Required Work Experience Three years of customer service/receptionist experience.

Required Special Skills/ Knowledge As part of our hiring process, we may conduct a skills assessment to better understand an applicant’s proficiency in key areas relevant to the role.

Ability to multi-task several responsibilities while simultaneously providing exceptional customer service is a must. Ability to answer a multi-line phone system with a high call volume.

Knowledge of office equipment, computers, and the ability to learn specialized scheduling software and other programs.

Ability to provide exceptional customer service to a variety of guests and customers. Ability to learn the Capitol building and surrounding area.

Ability to establish and maintain effective working relationships with co-workers, customers, guests, and the public. Knowledge of modern office practices and procedures.

Ability to follow specific rules, regulations, procedures and protocols. Ability to comprehend and follow written and oral instructions.

Desired Qualifications A demonstrated commitment to delivering excellent customer service in a professional environment.

Strong interpersonal skills, with the ability to interact professionally with Senators, staff, and visitors. Proven ability to work independently while contributing to a collaborative team environment.

Ability to manage multiple routine tasks with accuracy and attention to detail. Proficiency in office software and data entry, with the ability to learn new systems quickly.

Strong organizational and time management skills. Excellent written and verbal communication skills. Strong attention to detail and commitment to accuracy in all work products.

Ability to exercise discretion with sensitive and confidential information. Dependability, punctuality, flexibility, and a team-oriented approach to work.

Working Conditions The person in this position needs to occasionally move, bend, crawl, and stand for long durations. Frequently moves boxes/ equipment weighing less than 50 pounds for various needs.

Since this position requires onsite presence in support of the U.S.

Senate when in session, this position requires the employee to be available and prepared to work during a lapse, in inclement weather, on holidays, and during late night, overnight, and weekend sessions.

In the context of government furloughs, this position is considered excepted. This position directly supports essential services of the U.S. Senate.

As such, this position requires the employee be available and prepared to work during a lapse, in inclement weather, on holidays, weekends, and during late nights to ensure essential services to the Senate continue without interruption.

In the context of government furloughs, this position is considered excepted. Major Duties:

Answers and directs telephone calls and provides information to customers via phone or in person. Verifies credentials and confirms appointments with customers and guests.

Sorts and distributes incoming mail and packages, assists with outgoing mail and packages, and provides additional administrative support as needed.

Maintains overall appearances of the office and supply inventory. Keeps track of office supplies and reorders when needed.

Coordinates various administrative tasks related to the operations of the department.

Processes invoices and payments for all services; coordinates with the Finance department to maintain Accounts Receivable for Senate offices; maintains accurate and detailed monthly financial records; maintains department authorization list for all Senate offices, including the moratorium schedule and assists Senate offices with granting and/or removing office management software authorizations as needed.

Other duties as assigned.