Common Operating Picture Administrative Specialist

Common Operating Picture Administrative Specialist

Salary 83,437.00 - 89,763.00

Job Summary:

The Common Operating Picture (COP) Administrative Specialist will serve as the liaison between the Common Operating Picture Administrator and key stakeholders, managing tasks that allow the Administrator to stay focused on high-level system oversight. Tasks will include facilitating meetings, providing briefings, supporting users, and producing documentation related to the program.

The COP Administrative Specialist will be responsible for attending meetings, taking detailed notes, briefing individuals on system usage, and ensuring clear communication across all levels of leadership. This position reports to the Common Operating Picture Administrator.

This is a non-supervisory position.

Duties:

Facilitate and guide working groups, strategy sessions, and other efforts to create COP practices, processes, and designs.

Attend meetings on behalf of the COP Administrator, take comprehensive notes, and provide summaries.

Host and facilitate meetings, ensuring discussions remain focused and productive.

Brief key stakeholders on COP updates, features, and functionality.

Coordinate with stakeholders to ensure alignment with COP objectives.

Develop and distribute training materials, presentations, and instructional guides.

Provide virtual and in-person training to users on how to navigate and utilize the Common Operating Picture.

Assist in troubleshooting basic user issues and escalate technical concerns when necessary.

Produce clear, concise, and comprehensive documentation based on the COP program.

Maintain and update user manuals, SOPs, FAQs, and other reference materials.

Ensure documentation aligns with system updates and operational changes.

Organize and store documentation for easy accessibility.

Ensure smooth communication between the COP Administrator and other departments.

Maintain schedules, deadlines, and action items related to COP initiatives.

Provide administrative support to the COP Administrator as needed.

Identify inefficiencies and propose solutions to streamline operations.

Collaborate with SAA staff and external partners to identify opportunities to automate content reporting and analytics.

Maintain detailed diagrams of COP data flows and interfaces.

Collaborate with different SAA divisions and external partners to develop stakeholder briefings.

Available for recall 24/7 to deploy to support emergency management and continuity efforts.

Performs other duties as assigned.

Work Experience & Education:

Minimum of three (3) years of professional administrative experience, preferably supporting program management, emergency management, or technology-driven initiatives in a government, military, or corporate environment. Must be able to obtain and maintain a Top-Secret security clearance.

Knowledge, Skills, & Abilities:

Ability to thrive when there is ambiguity, remain composed when there are priority and deadline fluctuations, and withstand the tests of a rapidly changing environment with resilience and resolve.

Detail-oriented mindset with strong organizational abilities.

Ability to facilitate and host effective meetings.

Experience working closely with upper management and executive stakeholders.

Analytical, judgment, and problem-solving skills to work on short deadlines and resolve critical issues.

Ability to collect large amounts of data, organize it, and present it in a visual and easily digestible way.

Ability to develop instructional materials, user guides, and program documentation to support ongoing operations.

Ability to work well under pressure, exercise discretion, and sound judgment while independently solving problems.

Refined and proficient in written and oral communications skills to communicate thoughts, ideas, and opposing views effectively and clearly with all stakeholders.

Strong attention to detail, excellent time management, and the ability to lead productive discussions.

Deep understanding of the policies and procedures of the House of Representatives.

Ability to manage multiple tasks simultaneously.

Familiarity with COP software and systems such as ESRI (e.g., ArcGIS Map, ArcGIS Pro, ArcGIS Server, ArcGIS Portal, ArcGIS Online) and Juvare (e.g., WebEOC).

Basic understanding of key ArcGIS concepts such as layers, maps, and spatial data.

Familiarity with programming terminology for communication.

Work Schedule:

Full-time, permanent. Monday – Friday. Hours: 8:30 a.m. – 5:00 p.m. Incumbent must have the ability to work outside normal business hours when necessary.

Applicant Instructions:

Qualified candidates should submit a resume and cover letter to by 7:00 p.m. on Friday June 6, 2025. Applicants will receive an email response indicating receipt of their cover letter and resume. Submission of these documents does not guarantee an interview.

Applicants will be considered without regard to race, color, national origin, religion, sex (including marital or parental status), disability, or age.

The SAA is an equal opportunity employer and is committed to building and maintaining an inclusive and diverse work environment. Employment with the U.S. House of Representatives is at-will. This position has been determined to be EXEMPT from the overtime provisions of the Fair Labor Standards Act.

Veterans’ Preference Information:

Hiring for this position is governed by the Veterans Employment Opportunities Act. To receive information on veterans’ preference consideration, please email . Please note the word “Veteran” in the subject line and note the job title in the body of the email.