Position Title: Administrative Specialist

Classification: FP-0301-4

Position Description
Position Number: D10733

Introductory Statement: This position is located in the Office of Victim Advocacy, one of the
Director's Staff Offices. The Administrative Specialist will be responsible for a wide range of
purchasing, administrative, logistical coordination and liaison activities for the office. It is
expected that the Administrative Specialist will work with discretion, tact, tone and diplomacy.

MDAs and Duties for this Position

Administrative Activities 33%

o Will serve as lead administrator for the department's (that consists of multiple sub-offices) internship
and FWS students onboarding and tracking process
o
o Follows established policies and procedures to assist in the development and maintenance of
relationships with various stakeholders in government, private industry, and/or academic institutions.
Assists higher-grade specialists in formulating internal policies and procedures to resolve
conventional problems and situations in assigned liaison activities. Responds, in verbal and written
format, to requests for information requiring coordination with other agency offices.
o
o Establishes and maintains effective working relationships with agency program staff, headquarters
staff, state and local officials, and/or private industry individuals. Follows guidelines and procedures
to develop communications plans in support of an organizational program; and reviews them for
impact and effectiveness.
o
o Plans and conducts public meetings, briefings, and other activities in support of a program.
Coordinates the development and release of information in substantive program areas, such as
press releases, fact sheets, newsletters, or other briefing materials.

Tasks include:
o Coordinated the release of information on an organization or program through verbal
briefings or public forums, or with fact sheets and newsletters.
Program Evaluation 33%
o Will design and create more effective and efficient means to conduct the administrative work of the
office.
o
o Plans, schedules, and conducts evaluations of project operations, procedures, and organizational
structures, identifying problems or deficiencies and recommending ways to improve the
effectiveness and efficiency of operations in a program or support setting. Provides
recommendations to senior management for improvements, such as enhancing productivity or
improving customer service.
o
o Modifies or adapts analytical techniques, evaluation criteria, and methods of measurement to
provide a valid assessment of programs or related initiatives, and predict outcomes.
o
 o Evaluates the conformance of programs and program actions to available guides, such as pertinent
laws, regulations, policies, and precedents that affect the use of program and related resources.
Interviews staff and reviews records to determine the cause of any inconsistencies discovered.

Tasks include:
o Resolved problems of a common or immediate nature.
o Managed a specific organizational project and/or program at the field office or comparable
level.
o Managed a specific organizational project and/or program at the field office or comparable
level.
Preparation of Program Materials 33%
o Will design and create more effective and efficient means to conduct the administrative work of the
office.
o
o Independently researches and writes material for documents, white papers, reports, proposals, and
other working documents.
o
o Written materials are contributions to larger documents. Writes correspondence, memoranda, press
releases, or other documents relevant to program activities.

Tasks include:
o Independently researched and wrote material that contributed to larger documents.

Collateral Duties

Factor Statements

Factor 1-7 Knowledge Required by the Position

o The position requires: (1) Knowledge and skill in applying analytical and evaluative methods and
techniques to issues or studies concerning the efficiency and effectiveness of program operations;
(2) Knowledge of pertinent laws, regulations, policies and precedents which affect the use of
program and related support resources in the area studied; (3) Knowledge of the major issues,
program goals and objectives, work processes, and administrative operations of the organization;
(4) Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement
and improvement of program effectiveness and/or organizational productivity; (5) Skill in conducting
detailed analyses of complex functions and work processes; and (6) Interpersonal skills in
presenting staffing recommendations and negotiating solutions to disputed recommendations.
Factor 2-4 Supervisory Controls
o The supervisor and employee develop a mutually acceptable project plan which typically includes
identification of the work to be done, the scope of the project, and deadlines for its completion.
Within the parameters of the approved project plan, the employee is responsible for planning and
organizing the study, estimating costs, coordinating with staff and line management personnel, and
conducting all phases of the project. The employee informs the supervisor of potentially
controversial findings, issues, or problems with widespread impact. Completed projects,
evaluations, reports, or recommendations are reviewed by the supervisor for compatibility with
organizational goals, guidelines, and effectiveness in achieving intended objectives.
Factor 3-3 Guidelines
 o Guidelines consist of procedures, policies, and manuals covering the application of analytical
methods and techniques, and reference material, instructions, and regulations covering the subjects
involved. The guidelines are not completely applicable to the work or have gaps in specificity,
requiring the employee to use judgment in choosing, interpreting, and adapting guidelines to specific
issues or subjects studied.
Factor 4-4 Complexity
o The work involves gathering information, identifying and analyzing issues, and developing
recommendations to resolve substantive problems of effectiveness and efficiency of work operations
in a program or program support setting. Issues, problems, or concepts are not always susceptible
to direct observation and analysis. Difficulty is encountered in measuring effectiveness and
productivity due to variations in the nature of administrative processes. Information about the study
subject matter area is often conflicting or incomplete, cannot readily be obtained by direct means, or
is otherwise difficult to document. Originality is required in refining existing work methods and
techniques for application to the analysis of specific program issues or resolution of program
problems.
Factor 5-3 Scope and Effect
o The purpose of the work is to identify, analyze, and make recommendations to resolve conventional
program or organizational issues, problems, or situations. The employee is assigned portions of
broader studies, or participates in the evaluation of program effectiveness at the operating or local
level. Completed reports and recommendations influence decisions by higher-grade specialists or
managers concerning administrative or program operations.
Factor 6-3 Personal Contacts
o Personal contacts are with individuals outside the agency and may include consultants, contractors,
or business executives in a moderately unstructured setting. Contacts may also include the head of
the employing agency or program officials several managerial levels above the employee when
such contacts occur on an ad-hoc basis.
Factor 7-2 Purpose of Contacts
o The purpose of contacts is to provide advice to managers on non-controversial organization or
program related issues and concerns. Contacts typically involve such matters as identification of
decision-making alternatives; appraisals of success in meeting goals; or recommendations for
resolving administrative problems.
Factor 8-1 Physical Demands
o The work is primarily sedentary, although some walking, bending, or carrying of light items may be
involved.
Factor 9-1 Work Environment
o The work environment involves everyday risks or discomforts that require normal safety precautions
typical of such places as offices, meeting rooms, training rooms, etc. The work area is adequately
lighted, heated, and ventilated.