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Office Manager

4 months ago

Alexandria, United States IQUASAR LLC Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Paid time off

Job Title: Office Manager/Staff Officer
Location: Springfield, VA
Clearance: Top Secret (Required) & TS/SCI (Preferred)

Roles & Responsibilities:
  • Perform as primary action officer for tasks assigned, which includes coordinating the task, ensuring that all requirements are met and fully addressed, ensuring that leadership has reviewed and approved the task response, and ensuring that the task response is prepared for
  • release prior to the suspense date and time;
  • Assist the Business Executive, Staff Officers, and Leads in all duties related to AOT and its subordinate offices;
  • Provide coordination support for Continuity of Operations (COOP), Business Continuity
  • Planning (BCP), Space planning, and position management to ensure goals are attained.
  • Prepare special or one-time reports, summaries, or replies to inquiries relating to the mission; select relevant information from a variety of sources such as reports, documents, correspondence, and other offices, etc., under general directions;
  • Assist the Business Executive, Staff Officers, and Leads with staff management and administration of daily activities;
  • Prepare Action Items and Notes commitments made by executives during meetings and arrange for Data Squads implementation;
  • Anticipate and prepare materials needed for conferences, correspondence, appointments, meetings, telephone calls, etc., and inform the lead officer on matters to be considered;
  • Review outgoing correspondence for the executives approval and alert authors to any conflict with the file or departure from policies or executives viewpoints; give advice to resolve the problems;
  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; draw attention to important issues, and initiate actions as directed;
  • Review publications, agency regulations, and directives, and take action or refer those that are important to the Business Executive and his/her staff;
  • Advise administrative personnel in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc.
  • Strong Internal/External Coordination, Non-technical writing skills, organization skills, and customer service skills.
  • Able to extract and synthesize complex information to prepare briefings, read ahead materials, and other documentation.
  • Briefing skills, project management, strategic planning, organizational skills, and resource management.
  • Strong ability to communicate effectively, both orally and in writing.
  • Strong ability to work cooperatively and collaboratively as a team member, and meet schedules and timelines consistently with attention to detail.
  • Competency to work independently and under pressure.
  • Understanding the concepts of COOP/BCP, space planning, Defense Travel System (DTS), records management, and visit/event coordination.
  • Strong Problem Identification, Analysis, and Resolution skills
  • Perform as an Information Officer (IO) responsible for facilitating Records Management for the assigned organization. IO duties include ensuring the following actions are completed:
  • Office Inventory of all admin and mission records; Office File Plan is in place; filing systems for hardcopy and softcopy records have been established; office personnel are trained on records management processes; and Records are being filed appropriately.
Qualifications:
  • Possess a Bachelors degree in Business Management or a related field fields.
  • Or at least 7 years of relevant experience in lieu of a Bachelor's
  • Demonstrated experience with Microsoft Office Applications and the ability to independently develop material using these applications.
Desirable Qualifications:
  • Demonstrated experience and demonstrated proficiency to perform general staff officer duties using general guidelines for the desired product(s).
  • Demonstrated experience in gathering information to synthesize functional needs.
  • Demonstrated experience in Research/Information Gathering.
  • Demonstrated experience with the intelligence analysis and production process.
  • Basic understanding of the makeup of the NSG, the role of functional managers, and the relationships between NSG members and partners
  • Demonstrated experience of Department of Defense and the Intelligence Community practices, missions, and policies.