Senior Admin Specialist

5 days ago

Chantilly, United States Quantech Services Full time

Job Title

Senior Admin Specialist

Functional Title

Sr. Administrative Assistant

Location

Chantilly - VA - Chantilly, VA US (Primary)

Education

High School Level Degree

Job Type

Full-time

Job Description

The Administrative Assistant (Senior Level) positions for BPO/ODIR/MS shall support BPO/ODIR to provide evening coverage until 1700 to the BPO/OD IR staff in the absence of the Executive Assistant, assuming the duties of the BPO/OD[R position. At all other times, the Administrative Assistants (Senior Level and Intermediate Level) for BPO/ODIR/MS shall provide support to the BPO/ODIR/MS staff with direct administrative support services. The duties will include providing executive office support to include editing and coordinating communications, tracking & processing various awards, archiving, SharePoint administration, and attending meetings to record and disseminate minutes.

Shall provide support to BPO/FIN/TSC. The duties will include providing office support and Front Desk coverage handling NRO traveler correspondence and walk-in questions.

Shall provide support to their respective BPO offices. The duties will include providing administrative office support to include calendar management, editing and coordinating correspondence, tracking actions, and attending meetings to record and disseminate minutes.

Shall provide front office support to the Principal Deputy Director/OHR, Deputy Director/OHR, and Chief of Staff to include calendar management, editing and coordinating correspondence, and back up support for TIER actions.

Job Requirements

  • Draft and/or provide critical/final review of correspondence
  • Draft, proofread, edit, and coordinate documents such as instructions, spreadsheets, presentations and reports
  • Build briefing packages and present information
  • Analyze metrics and provide summary to senior management
  • Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates
  • Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning.
  • At a minimum, provide BPO/ODIR coverage during core business hours from 0800 to 1700
  • Maintain a schedule of appointments for a manager or office
  • Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites
  • Coordinate with DNI/USD(I), internal NRO Directorates/Offices, and others to schedule meetings with principals
  • Coordinate visitor requests, parking, and catering requests with NRO/ODIR,
  • Protocol, Security, and other impacted offices
  • Maintain/create and distribute contact cards for BPO leadership
  • Greet and escort visitors
  • Retrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documents
  • Arrange for the delivery of outgoing mail/packages with the mailroom
  • Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office
  • Perform research and retrieve information from databases and other resources
  • Attend meetings, events, and forums as requested by BPO leadership
  • Manage TIER actions; assign to the appropriate divisions or branches, follow-up and provide status reports, coordinate responses in a non-conflicted manner for senior management review, and participate at NRO-wide TIER meetings.
  • Administer the BPO online data repository tool, developing, editing and managing SharePoint websites
  • Coordinate training requirements and related events for BPO offices SharePoint POCs
  • Coordinate and process Freedom of information Act (FOIA) requests and the publication review process on behalf of BPO
  • Recommend innovative processes to improve the efficiency and effectiveness of the office
  • Compose written communication in response to complex customer queries
  • Prepare routine status reports and track office-related metrics
  • Manage routine website content updates and coordinate more complex website changes with webmaster
  • Coordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sites
  • Attend meetings, events, and forums
  • Assist in maintaining inventories, records, and receipts
  • Coordinate office renovations and relocation activities
  • Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetings
  • Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning
  • Support business process records management disposition (hard copy records and electronic copy records) and preservation activities for the BPO enterprise
  • Develop and facilitate training sessions to ensure uniform implementation of NRO Directives and Instructions related to records management
  • Archive/retrieve classified documents/media in the Information Management Operations Applications database in conformance with federal and NRO policy
  • Maintain and update the BPO Records Management Plan
  • Implement, maintain, and bi-annually audit the BPO Group file plan structures (hard copy records and electronic copy records)
Desired Skill Set
  • Demonstrated experience working independently, anticipating and adapting to
  • changing mission requirements and priorities, and managing multiple tasks with minimal guidance.
  • Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
  • Detail-oriented
  • Ability to communicate effectively and concisely using a variety of styles and
  • techniques appropriate to the audience
  • Ability to participate productively as a contributing member in a team environment
  • Strong interpersonal skills
  • Ability to be discreet and maintain confidentiality
  • Proficient in the use of Microsoft Office and standard computer applications
  • Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
  • Experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
  • Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance
  • Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, Philosophy and operating principles

We hire Military

Work, Physical and Mental Requirements

Security clearance required

TSSCI CI Poly

Travel

0 - 10%

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