Administrative Assistant

4 weeks ago

Quantico, United States Navanti Group Full time
Team: DCSA Administrative Services

Location: Client Site - Quantico, VA (DCSA HQ)

Travel: Local travel within 50 miles of RKB, Quantico, VA, will be required periodically (no more than twice per quarter) during performance to support alternate site visits

Anticipated Period of Performance: TBD - 1 year + 4 option years

Number of Vacancies: 1

POSITION NOT YET FUNDED. SOLICITING RESUMES FROM INTERESTED CANDIDATES FOR ANTICIPATED CONTRACT AWARD.

Background:

Navanti is seeking an Administrative Assistant to provide essential support for day-to-day operations at the Defense Counterintelligence and Security Agency (DCSA). The position will assist senior leaders by performing a variety of administrative tasks including preparing documents, organizing files, managing office schedules, and coordinating meetings. The ideal candidate will have proficiency in Microsoft Office Suite and demonstrate strong organizational and communication skills.

Responsibilities:

General Administrative Support
  • Create and edit internal/external correspondence, reports, and documents, ensuring correct grammar, format, and clarity.
  • Initiate, develop, and implement administrative policies and procedures.
  • Set up new files and prepare records for transfer or destruction in accordance with DCSA Manual 0004.
  • Establish and update data files and office materials, including phone rosters, seating charts, and organizational charts.
  • Maintain office calendars, schedule internal/external appointments, and provide efficient scheduling services using Microsoft Outlook.
  • Track, reconcile, and record all incoming/outgoing real property equipment for OCFO personnel.
  • Manage inventory of office supplies, verifying orders and restocking to avoid work interruptions.
  • Serve as space/move coordinator, liaising with local property managers and internal stakeholders to resolve issues.
  • Troubleshoot telecom system issues and coordinate with IT for repairs or support.

Personnel and Records Management
  • Assist with civilian employee in/outprocessing, including travel cards, building badges, credentials, and identification cards.
  • Maintain government personnel attendance records daily and monitor timecard submittals.
  • Prepare and revise reports, memorandums, and forms from handwritten or rough copy materials.
  • Maintain classified and CUI files and oversee destruction of classified documents.
  • Manage the official documentation registry for the directorate, tracking all documents signed by or requiring Dep. CFO and CFO signature.

Visitor and Travel Management
  • Coordinate with senior leaders and DCSA Security on visitor access, including SCIF access, and manage badge requests.
  • Manage travel schedules, including visas and theater clearances for senior leadership and office personnel.
  • Screen, greet, and escort visitors, determining the nature of their visit and ensuring appropriate referral.

Operational Support and Coordination
  • Research and explain DoD, DCSA, and internal office operational policies and procedures.
  • Assist in preparing time and attendance reports using the Defense Agency Initiative (DAI) system.
  • Manage task responses and general mailboxes for assigned DCSA components.
  • Maintain official facility records, update core facility data, and notify the LMO directorate of changes.
  • Serve as Task Manager for CATMS, managing task routing, response documents, and staffing packages.
  • Prepare documentation for Safety Inspections and Self Inspections for assigned DCSA locations.
  • Prepare readaheads, materials, and logistics for meetings and training conferences.

Communication and Correspondence
  • Create a variety of complex documents, including reports, presentations, quarterly newsletters, brochures, letters, and memorandums.
  • Manage intraoffice communications, reviewing outgoing correspondence for accuracy, policy compliance, and grammar before submission.
  • Retrieve, open, sort, and distribute incoming/outgoing mail, packages, directives, and facsimiles.

Property and Equipment Management
  • Assist in researching and ordering office supplies; confirm receipt of materials and submit for payment and reconciliation of Government Credit Card.
  • Oversee office equipment such as copiers, printers, and faxes.
  • Coordinate with logistics for custodial duties.

Minimum Qualifications:
  • Associate's degree or equivalent experience.
  • 2-4 years of administrative support experience, preferably in a government or DoD setting.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Strong verbal and written communication skills.
  • Attention to detail and ability to manage multiple tasks.

Clearance Requirement:
  • Active DoD SECRET clearance.

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