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Office Manager/AFSO

4 months ago

Fairfax, United States P E Systems (VA) Full time
P E Systems, Inc. has a great opportunity for an Office Manager/AFSOat our headquarters location in Fairfax, VA.

P E Systems, Inc. genuinely cares about their employees. We bring together the best people and the best careers. Our family of talented and focused professionals enjoy P E Systems’ generous PTO and Holidays, great benefits and great pay.

GENERAL FUNCTION:

Office Manager Responsibilities:
  • Provides advanced secretarial, administrative, and business management support to an executive in the organization.
  • Performs a variety of secretarial duties, which may be complex or confidential to include advances, expense reports, submission of check requests, ordering gifts for employee celebrations, etc.
  • Coordinates administrative and logistical details associated with the day-to-day operations of the Executive to include agendas, travel itineraries, travel arrangements, etc.
  • Prepare and create various spreadsheet reports to assist in data analysis for the Executive.
  • May take and transcribe dictation into finished format to include letters, memoranda, interoffice communications, confidential reports, and other corporate correspondence.
  • Assist in electronic filing of documents and records maintenance while ensuring to maintain all records as applicable.
  • Prepares all necessary documents and attends designated conferences and meetings while taking and transcribing minutes.
  • May be assigned responsibility for the management of the administrative support functions, including associated staff and the training or supervision of other administrative employees.
  • Establish and maintain effective professional working relationships with co-workers, and customers.
  • Attend to and assist with resolving visitors’ inquiries and resolves those that do not require the executive’s attention.
  • Manage the multi-line telephone console with a professional attitude with the ability to direct calls to the appropriate employee or department by gaining sufficient knowledge of the business.
  • Update, manage, and maintain all phone and contact list, pertinent telephone and visitor records.
  • Warmly welcomes and maintains office security by following safety procedures and controlling access via the receptionist desk by creating and maintaining visitor badges and area signs.
  • Ensure reception area, conference rooms and kitchen are stocked and presentable by order and maintaining office/kitchen supplies, managing maintenance request with building management and general office equipment technical support.
Alternate Facility Security Officer Responsibilities:
  • The Alternate Facility Security Officer (AFSO) will assist the Facility Security Officer (FSO) in maintaining and managing the overall security posture of P E Systems, Inc.
  • Assist and advise the FSO, the SMO, and the Division Senior VP of all security matters and ensure to maintain strict confidentiality related to all security matters.
  • Conduct briefing/debriefing of individuals requiring access as required.
  • Ensure compliance with 32 CFR Part 117, National Industrial Security Program Operating Manual (NISPOM).
  • Ensure compliance with the DoD Contract Security Classification Specification (DD 254) and security requirements in the contract Performance Work Statement (PWS).
  • Use the Defense Information System for Security (DISS) to validate the Eligibility Level of new personnel, and to process outgoing Visit Authorization Requests (VAR) for personnel assigned to the Directorate who are visiting other agencies.
  • Use the National Background Investigation Services (NBIS) to start the Initiate-Review-Authorize (IRA) process to complete the SF-86 in eApp (electronic application).
  • Maintain membership in an ISAC and attend ISAC meetings and conferences.
  • Be familiar and advise employees on handling classified material including Controlled Unclassified Information (CUI).
  • Interacts frequently with the Corp FSO, ensuring compliance with 32 CFR Part 117 (NISPOM). Attends ISAC meetings and conferences.
  • Manage all security clearance processing and security records, as applicable, for all company personnel.
  • Assist with preparing for the annual WPAFB, OH, security office (88th SFS/SFAS) inspection.
  • Conduct administrative inquiries for security incidents/violations and conduct the requisite investigations and interviews related to compromises/potential compromises of classified information.
  • Fully document and analyze findings for review by Federal Security leadership, ensuring all violations or reportable incidents are thoroughly evaluated and reported in DISS.
Business Development and Finance Support:
  • Create a quarterly company newsletter and distribute it to all employees.
  • Order, distribute, and manage employee business cards, company marketing materials and other business promotional items as required.
  • Plan and execute company parties and events.
  • Assist in creating and maintaining Community Relations Matrix and Giving campaigns.
  • Provide administrative assistance as needed during the proposal process, including, but not limited to: Organizing and maintaining files and records; printing of documents; making proposal CDs and document packages.
  • Assist with inputting AP invoices into Deltek Cost Point system, process checks and invoices for mailing and filing.
  • Prepare and process Sr. Executives travel and daily expense reports.
QUALIFICATIONS:

Education/Certifications/Experience/Skills:
  • Must have a minimum of a high school diploma.
  • Must have the ability to obtain and maintain a security clearance.
  • Must have ten years of administrative and office management experience.
  • Must be proficient in the use of Microsoft Office Applications (Outlook, Word, Excel) and other standard (Customer specified) applications.
  • Must be able to transport self to various facility sites, as required. If using own motor vehicle, must possess a valid driver’s license and proof of insurance.