Administrative Support Coordinator

3 days ago

Washington, Washington, D.C., United States 00100 LEIDOS, INC. Full time

About this role

At 00100 LEIDOS, INC., we are seeking a skilled Administrative Support Specialist to join our team. As an Administrative Support Specialist, you will provide exceptional support to our senior executives, military officers, and other personnel. Your primary responsibilities will include coordinating and processing Joint Duty Military Performance Reports, Awards, Pays, and Allowances.

Key responsibilities

  1. Lead the coordination and processing of Joint Duty Military Performance Reports, Awards, Pays, and Allowances.
  2. Develop correspondence and coordinating with external agencies, such as headquarters, major commands (MAJCOM), agencies within the Pentagon, etc.
  3. Direct and implement completed award 'templates' six months in advance of departure date to Deputy Directors and ensure all joint awards are prepared and submitted IAW DoD Awards Manual and customer awards policy letter.
  4. Counterpart to the Executive Assistant promoting the Director and Division Chiefs of the customers organization.
  5. Assist with preparation of officer and enlisted promotion letters, birthday letters, welcome letters, and all other congratulatory letters as requested.
  6. Lead and direct all newly arrived and departing personnel (both military and civilian) on the day-to-day in/out-processed into/from the customers organization, including all management records databases.
  7. Greet visitors and ensure appropriate security and administrative procedures are followed for entering SCIF spaces (SCI and SAP facility); escort visitors as necessary.
  8. Provide a customer service point of contact to answer the door and receive customer support questions at the customer support/receptionist counter/desk.
  9. Promote and lead the development, documentation, and implementation of procedures, policies, and practices to promote the efficient execution of all tasks.
  10. Independently prepare various types of correspondence to customers HQ, external agencies, and services per specific HQ and/or external agency correspondence guidelines. Types of correspondence include letters and memorandums regarding special events as deemed necessary by the customer.
  11. Assist with quarterly 'All Hands/Awards Ceremonies' in providing room set-up, awards preparation, and clean-up.
  12. Inventory and monitor consumable office supplies; Prepare purchase requests to replenish supplies, as necessary.
  13. Coordinate with GSA and the COR as the single point of contact, to report problems with office furniture and equipment or appropriate office for corrective action and/or repair.
  14. Report problems with office furniture and equipment to the COR or appropriate office for corrective action; point of contact for coordination with GSA on office repair issues.
  15. Process travel credit card applications for customer personnel assigned to Washington Headquarters Service and review and submit vouchers within 48 hours of receipt from member submittal.
  16. Conducts himself/herself in a professional manner and a high sense of integrity, working in a stressful and fast-paced environment.
  17. Perform other duties as assigned in support of the customer's mission.

Requirements

  1. Must have a Top-Secret Clearance with SCI Eligibility (Adjudicated within the last 3 years).
  2. Minimum 5 years of experience in the DoD sector with a High School Diploma or equivalent.
  3. YOU MIGHT ALSO HAVE:
  • Extensive experience processing Travel Orders utilizing DTS at elevated roles.
  • Advanced Defense Travel Course Administrator.
  • Certification as a CAP, CAA, or CAPM highly desired.
  • Bachelor's Degree in a relevant field.
  • Experience staffing correspondence and coordinating with external agencies, such as headquarters, major commands (MAJCOM), agencies within the Pentagon, etc.
  • Experience producing, handling, storing, transmitting, and transporting classified materials, up to and including Top Secret, SAP, and Sensitive Compartmented Information (SCI).
  • Experience coordinating special events such as partnering sessions, all-hands meetings (all organizational personnel present), office visits, project site visits to include site access approvals and escort duty.
  • Extensive knowledge and experience supporting Special Access Programs (SAP).
  • Experience overseeing a records management program, will serve as an alternate to the Executive Assistant supporting the Director and Division Chiefs.
  • Ability to work independently and be a self-starter, as well as a solid group contributor working in a fast-paced environment.
  • Expert knowledge of Microsoft Office suite tools.

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