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Senior Administrative and Management Support

3 months ago

Arlington, United States DEFTEC Corporation Full time
Job DescriptionJob Description

Senior Administrative and Management Support

DEFTEC delivers mission critical solutions through skillfully delivered services and innovative products. We are inspired by the critical missions of our clients, and we are driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.

POSITION OVERVIEW

DEFTEC Corporation is seeking Senior Administrative and Management Support to support Senior Executive Service (SES) level staff by providing direct administrative support to specific DISES and their deputies within DCSA and other DoD components leadership as requested and approved by the Director of DCSA.

JOB RESPONSIBILITIES:

  • Assist with records and file management
  • Assists with in and out Processing of civilian employees
  • Research and explain DoD, DCSA, and internal office operational policies, procedures, and requirements referring to a variety of sources
  • Monitors DITMAS's single and centralized phone file.
  • Provides general administrative support to GG-15 Division Directors (and their Deputies, etc.), which requires coordination of calendar and schedules, preparation, formation, and/or finalization of official correspondence that includes letters, memoranda, interoffice communications, and staff summary sheets, sensitive or classified reports, as required.
  • Interact with other internal DCSA and sometimes outside Government agencies normally.
  • Create documents such as reports, spreadsheets, plan of action milestone project files, and presentations from data and information in internal DCSA databases, as required.
  • Responsible for maintaining data and information in DCSA internal databases that contain sensitive departmental and/or classified information.
  • Respond to requests from internal and external offices, distribute correspondence, circulate information, etc., to other staff (to include senior staff) internal and external to DCSA, as required.
  • Responsible for maintaining and populating various databases and spreadsheets with data and information supporting assigned Division/Directorates, as required.
  • Utilize spreadsheets to track suspense actions and to manage workload, facility assignments, student activities, instructor assignments, and other activities as needed; and maintain customer requests, as required.
  • Collect and collate data for personnel establishment and maintenance, as well as prepare reports using the collected and collated data.
  • Responsible for assisting in monitoring agency task management systems, spreadsheets, or other means to track internal and external suspense actions.
  • Responsible for maintaining tracking records to ensure assigned Action Officers and Division Directors/Assistant Directors have accurate and current information vulnerability assessment schedules, assessment report status, Letters to Management, security vulnerabilities, and facilities. Responsible for maintaining various office logs, file schedules, and office calendars and updating internal staff directories.
  • Responsible for creating a wide variety of documents, reports, spreadsheets, presentations, quarterly newsletters, program brochures, outgoing letters, memorandums, and other interoffice/interagency communications and corporate correspondence; responsible for composing the first draft through to the final draft for publishing and/or obtaining the Directorate/Divisions signature.
  • Responsible for reviewing incoming documents/taskers for appropriate action, specifically emphasizing deadlines for respective Directorate/Division.
  • Responsible for correspondence management that includes intraoffice communications.
  • Management of other incoming correspondence, including forwarding correspondence and action items.
  • Prepare and revise reports, letters, memoranda, statements, forms, and similar documents from handwritten or rough copy materials.
  • Responsible for managing correspondence.
  • Assists in researching information relating to ordering office and other basic supplies. Maintains office supplies inventory and orders supplies.
  • Provides day-to-day office management that includes assisting in inventory, obtaining, and stocking supplies as needed
  • Responsible for troubleshooting minor issues with the telecom systems.
  • Prepares documentation and plans and assists with Safety Inspections and Self-Inspection for assigned DITMAC locations when required.
  • Assist in the Defense Travel System (DTS)
  • Attends designated conferences and meetings as required to assist with various administrative needs or to take and transcribe minutes of these conferences and meetings.
  • Assists in preparing read-aheads, including preparation of materials, and provides logistical assistance related to organizing meetings, including (but not limited to) space, technical support, supplies and transportation, and other requirements for assigned Directorate/Division meetings and training conferences.
  • Assists in issuing building badges, manages and controls Identification badges and keys.
  • Responsible for maintaining records for all property received and returned to the property office, as required. Performs inventory of property and produces required reports when required.
  • Updates the recruitment calendar (to include the external website).
  • Formatting and updating the Recruitment and Retention.
  • Assisting with registration for recruiting events.
  • Assists with uploading resumes received at career fairs/by email to an applicant tracking system (from 5 to 300 resumes), depending on the event.
  • Drafting "Thank you for your interest" emails to be sent to potential applicants.
  • Responding to applicants' email inquiries.
  • Assists with sorting resumes and distributing them to managers within DITMAC for consideration of a potential job.
  • Collect and coordinate media to track resumes received, forwarded for consideration, selected, drug test status, security clearance status, and Defense Enrollment Eligibility Reporting (DEERS) for Common Access Card (CAC), etc.
  • Send out notifications of selections to potential applicants.
  • Coordinate with Event Planner on Award Ceremonies.
  • Assist with preparations for briefings and workshops (scheduling and PowerPoint/chart design, copying, assembly of briefing.
  • Assist with the logistical preparation for special events (including assembly of materials and inventory control).
  • Generates all read ahead packages for senior leadership and ensures delivery in a timely manner.
  • Review DITMAC policies for grammatical accuracy prior to preparing for Director signature.

QUALIFICATIONS:

Required Qualifications:

  • Personnel shall have a bachelor's degree (at a minimum) 3 Years of Relevant Senior Administrative and management support experience relating to the requirements of Task 3. (Substitution of a bachelor's degree is allowable if the personnel have 10 years of related work experience in addition to the three years of experience required.
  • Must have a Top-Secret Clearance

DEFTEC offers a comprehensive whole life benefits package that includes medical, dental, vision, holiday, paid time off, life insurance, short/long term disability, and educational reimbursement. DEFTEC also matches 401k contributions dollar for dollar up to 3% of employee's income and an additional $0.50 for every dollar between 4-5% of employee's income. The DEFTEC team is comprised of professionals who make a difference every day in crucial missions related to national security. Our leadership knows that this happens by employing a diverse team who is well taken care of. Our employees are our top priority making DEFTEC an ideal place to work.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please contact HR@deftec.com if you require reasonable accommodations.

DEFTEC is a Drug Free Workplace where post offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP and alcohol when criteria is met as outlined in our policies.

AAP/EEO Statement

DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type on the basis of actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law.

This policy applies to all terms of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities and general treatment during employment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.



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