Administrative Assistant

6 days ago

Quantico, United States Innovative Consulting & Management Services Full time
Job DescriptionJob DescriptionDescription:

Innovative Consulting & Management Services (ICMS) is a Professional & Technical Management Consulting firm with over 20 years of consulting experience. We offer technical professional services to Federal and State Governments, and Commercial clients.


ICMS is a Small Business and Certified HUBZone employer. We deliver value to our clients by combining deep industry knowledge with strong functional capabilities. Our focus is to manage cost-effective programs while at the same time mitigating risk and improving results. Our success is about teamwork, a coordinated effort from all disciplines, from clients to consultants and most important, it’s about delivering on our commitments.


The purpose of the Administrative Assistant is to provide executive assistance to the Defense Counterintelligence and Security Agency (DCSA). The mission is to provide the DCSA Office of the Chief Financial Officer (OCFO) with a broad scope of executive assistance to two (2) Senior Executive Service (SES) members (Chief Financial Officer and Deputy Chief Financial Officer) and administrative assistance to division chiefs throughout OCFO in support of the DCSA Mission Areas, Mission Support Areas, and Special Staff.


Essential Duties and Responsibilities:


The primary responsibilities of the position will include but not limited to:

  • Creates and edits internal and external correspondence, reports, and documents, ensuring correct grammar, format, and clarity in accordance with correspondence regulations, to include all DCSA OCFO standards, front office guidance and other relevant policies.
  • Initiates, develops, and implements administrative policies and procedures and provide records management services.
  • Sets up new files and prepares records for transfer or destruction in accordance with DCSA and federal government policies and procedures.
  • Assists the designated In and Out Processing Official with civilian employee in and out processing.
  • Researches and explains DoD, DCSA and internal office operational policies, procedures, and requirements referring to a variety of sources, utilizing oral and written communication skills, as required.
  • Establishes and updates data files and office materials including, but not limited to office phone rosters, seating charts, and organizational charts per directorate and agency policy.
  • Maintains office calendars (e.g., operating schedule, master calendar, conference room calendar) and coordinates and schedules internal and external appointments and meetings for the office.
  • Assists in the preparation of time and attendance reports for the office by means of the automated Defense Agency Initiative (DAI) system, share point site and OCFO Teams Channel.
  • Tracks, reconciles, and records all incoming and outgoing real property equipment assigned to OCFO personnel and other contract personnel.
  • Coordinates with the Senior leader, internal or external visitor(s), and DCSA Security on visitor access (including new employees) and entry into DCSA buildings, designated offices, and designated spaces, which may include sensitive compartmented information facilities (SCIFs).
  • Facilitates badge requests for any visitors arriving at the government’s facility for meetings, training, and special events.
  • Receives visitors and answers phone calls with the ability to ascertain the nature of the request, and direct visitors and callers to the appropriate staff.
  • Provides the DCSA senior leader with a full range of travel management services.
  • Assists in the monitoring of agency task management system Correspondence and Task Management System (CATMS), Microsoft Teams, spreadsheets, or other means to track internal and external suspense actions.
  • Retrieves, receives, opens, sorts, and distributes original or copies of mail (Center, U.S. Postal, express services, and other mail deliveries), packaged material, announcements, directives, facsimiles, letters, correspondence (hardcopy and electronic), and packages to the appropriate personnel.
  • Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
  • Provides general office support and other administrative support functions of a wide variety for varying directorates/programs within DCSA which may include but are not limited to general office support, records and file management support, employee in/out processing support, office policy and procedure support, time and attendance reporting, personnel property management support, internal and external office support functions, communications and coordination support and other daily or recurring activities associated with the sound operation of the directorate.
Requirements:
  • Bachelor’s degree required
  • Minimum of 2 years of experience working as an Administrative or Executive Assistant. DCSA work experience preferred, but not required.
  • A Secret Clearance is required.
  • Proficient in Microsoft Word, Excel, PowerPoint, SharePoint, and other products
  • Proficient in Adobe Suite, including but not limited to Acrobat Design, Adobe, Photoshop, Adobe Illustrator, Adobe Acrobat, Adobe PageMaker, Adobe Premier, etc. or the applicable software of record for the agency.
  • Proficient in organizing and utilizing MS Teams and ServiceNow for communications and task management.
  • Possess excellent and professional verbal and written communication skills and provide well-written, articulate responses to compliance issues
  • Demonstrates mastery of office administration skills through work experience.

Full-time

Work Hours: Monday-Friday, 8:00 am to 4:30 pm (Onsite)

Pay Rate: Negotiable


Benefits:

  • Health & Welfare Benefits
  • Medical, Dental & Vision Insurance 100% covered for employee
  • Life and Accidental AD&D Insurance
  • 401K Retirement plan with 3% automatic contribution
  • Generous sick and vacation leave

ICMS is an Equal Opportunity Employer: Qualified applicants are considered for employment without regard to race, color, religion, age, sex, national origin, disability or veteran status, genetics, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.


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