Administrative Professional

1 week ago

Dayton, Ohio, United States Dynamics ATS Organic Full time
Job Description

We are seeking a highly skilled and experienced Sr. Administrative Professional to join our team at Dynamics ATS Organic. As a key member of our organization, you will play a critical role in supporting the day-to-day operations of our business.

Key Responsibilities
  • Communication Channels
    • Manage phone, email, and mail communications to ensure timely and effective responses to stakeholders.
    • Monitor and respond to organizational inboxes, handling common correspondence and delegating action to appropriate team members.
    • Receive, handle, store, and distribute both classified and unclassified mail/media in accordance with applicable security guidelines and instructions.
  • Records Management
    • Act as the Records Custodian (RC) for the organization, actively managing both the organizational file plan and records therein.
    • Support all aspects of the records management lifecycle, implementing applicable policies and processes, including those of the Department of Defense Scientific and Technical Information (STINFO) office and the Defense Technical Information Center (DTIC) pertaining to Research & Development (R&D) case files.
    • Utilize applicable DoD, DAF, AFMC, and/or AFRL enterprise records management systems and tools.
  • Workflow Management
    • Act as the workflow focal point for the organization, actively tracking and coordinating (to resolution) all taskers and workflow actions.
    • Responsibilities include tracking deadlines, following up with collaborators, integrating inputs, verifying completion status, submitting responses, archiving supporting documentation, and communicating status to leadership.
    • Retrieve essential status information from established workflows using queries and reports.
  • Document Preparation
    • Prepare documents and correspondence per standard government formats and staffing instructions.
    • Track document status (e.g., draft, pre-decisional, final, awaiting signature, signed) in accordance with the organizational file plan and associated workflows.
  • Calendar Management
    • Manage and maintain all organizational calendars.
    • Responsibilities include appointment and resource scheduling for meetings, activities, or events affiliated with the organization or its membership.
  • Meeting Logistics
    • Serve as the meeting focal point for coordinating, collecting, and staging necessary materials for routine virtual or in-person meetings.
    • Responsibilities include managing attendees (and verifying clearances, as applicable), securing required meeting resources (e.g., conference rooms or audio/visual equipment), coordinating refreshments, or providing for other typical host requirements.
  • Inventory and Supply
    • Coordinate routine supply and equipment orders and actively manage the inventory necessary to fulfill organizational requirements.
Requirements
  • Education and Experience
    • Bachelor's degree in Business Administration, Management, or a related field.
    • 5+ years of administrative experience in a high-security environment, preferably within a DoD or military setting.
  • Skills and Competencies
    • Strong communication skills: Proficiency in managing phone, email, and mail communications.
    • Records management expertise: Experience as a Records Custodian (RC) and familiarity with DoD Scientific and Technical Information (STINFO) and Defense Technical Information Center (DTIC) policies.
    • Workflow management: Ability to track, coordinate, and resolve taskers and workflow actions.
    • Document preparation: Competence in preparing documents and correspondence per standard government formats.
    • Calendar management: Experience in managing organizational calendars, scheduling appointments, and coordinating resources.
    • Meeting logistics: Skill in coordinating and staging materials for meetings, managing attendees, and securing meeting resources.
    • Inventory and supply management: Ability to coordinate routine supply and equipment orders and manage inventory.
    • Technical Proficiency
    • Proficiency in using DoD, DAF, AFMC, and/or AFRL enterprise records management systems and tools.
    • Competency with standard office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Additional Requirements
    • Active Top Secret Clearance.
    • US Citizen.

We are an equal opportunity employer and value diversity. Employment is decided on the basis of qualifications, merit, and business need. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation.

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