Administrative Support / Information Specialist - U.S. ...

The Administrative Support / Information Specialist provides day-to-day administrative, clerical, and information management support to the Information Resource Center (IRC) and the Office of Administration at the U.S. Trade and Development Agency (USTDA). This position plays a key role in ensuring the efficient flow of information, records, and correspondence throughout the agency. The incumbent supports USTDA's document control, filing, and administrative operations - maintaining accuracy, compliance, and timeliness in all administrative processes. Key ResponsibilitiesAdministrative and Office Support Provide daily administrative support to the USTDA Information Resource Center and assigned offices. Maintain accurate filing systems (both paper and electronic), ensuring compliance with records retention policies and federal information management standards. Draft, proofread, and format correspondence, memos, reports, and spreadsheets. Track and distribute incoming and outgoing mail, courier packages, and correspondence for agency offices. Support meeting logistics, including scheduling, room reservations, materials preparation, and minutes documentation. Maintain supply inventories, coordinate procurement requests, and assist with travel and expense documentation. Prepare and maintain logs, rosters, and tracking documents to support program and administrative operations. Records and Information Management Assist with the maintenance of USTDA's Central Agency Files (CAF) and related recordkeeping systems. Perform scanning, indexing, and electronic filing of administrative and project records. Retrieve and deliver requested files and documents in support of staff, auditors, and Freedom of Information Act (FOIA) requests. Ensure document handling procedures comply with NARA, FOIA, and USTDA records management policies. Support the Records Custodian / Records Management Technical Expert with document lifecycle management and data integrity checks. Customer Service and Communication Serve as a primary point of contact for general administrative inquiries within the Information Resource Center. Respond to requests from USTDA staff, contractors, and external visitors with professionalism and accuracy. Provide front-desk or reception backup as needed, greeting visitors and directing them appropriately. Support Business Center operations and assist with maintaining shared spaces, equipment, and supplies. Project and Reporting Assistance Collect and consolidate data for administrative reports and performance tracking metrics. Assist in preparing deliverables, correspondence logs, and monthly activity reports for submission to USTDA's Contracting Officer's Representative (COR). Support the Quality Control Plan (QCP) by maintaining accurate and organized documentation. Contribute to process improvement initiatives to enhance workflow efficiency and service delivery within the IRC. Requirements Education & Experience Bachelor's degree in Business Administration, Office Management, Information Management, or related field preferred (or equivalent combination of education and experience). 3+ years of administrative, records, or office support experience, preferably within a federal government or contractor environment. Demonstrated experience with document control, correspondence tracking, and file management systems. Technical Skills Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint). Familiarity with electronic records management (ERM) systems and file indexing practices. Knowledge of federal records retention, FOIA, and NARA policies desirable. Soft Skills Exceptional attention to detail and organizational skills. Excellent written and verbal communication abilities. Strong customer service orientation and ability to work collaboratively with diverse stakeholders. Reliable, self-motivated, and able to manage multiple priorities with minimal supervision. Salary Description $22-$30/hr

Created: 2026-03-04