Immediate Openings

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Job Number: Req ID ESAS005
Job Date: 2013-05-28
Job Location: Northern VA
Clearance Level: TS/SCI

Job Description:

Performs administrative tasks considered simple to moderately complex that is routine, task-oriented, and repetitious. The completion of administrative tasks may occur with detailed procedures and/or guidance as required.

Position Responsibilities:

  • Maintain a working level understanding of the organization and its corporate business rhythms in order to effectively execute administrative requirements for the office. This includes reading, understanding and applying applicable IC, DoD and government customer policies, instructions, regulations, and guidance.
  • Receptionist duties such as: greeting, receiving, and assisting office visitors, to include escorting to meeting place, upon entrance/exit of the facility, or as required; answering phone calls for the purpose of recording messages, transferring calls, assisting with caller inquiries, coordinating office agendas and activities; etc.
  • Operate a computer, calculator, copier/scanner, and other common office equipment. This includes the ability to use standard office equipment and Microsoft Office software applications to the degree expected at each labor category.
  • Process mail to include retrieval, opening (as required), inspecting, distributing, and picking-up for mailroom delivery.
  • Read publications, regulations, directive, instructions and guidance and take action or refer those that are important to office leadership, management and/or staff.
  • Establish and maintain both hardcopy and computer based filing systems, to include performing routine filing of various office data/record files.
  • Prepare, review and/or edit correspondences such as form letters, reports, tables, spreadsheets, and other printed material.
  • Copy and scan office documents, files, records, etc. Some tasks may include either actually performing the copy/scanning operation or assisting with the processing through the customer's rapid reproduction.
  • Assist with the preparation of materials needed for conferences, correspondence, appointments, travel, meetings, telephone calls, etc.
  • Administratively support the designated Government Hand Receipt Holder (HRH). This does not mean becoming the HRH because this is considered an inherent Government function.
  • Manage office calendars to support planning and coordination of office events, functions, meetings, work requirements and other noteworthy calendar topics.
  • Perform data entry and maintenance of stored data/records in established databases, spreadsheets and other electronic data/record tracking and repository systems.
  • Assist with meeting agendas, arranging meet-me numbers and conference room schedules, coordinating meeting material and pantry items, taking meeting notes and producing a post-meeting report for approval and distribution, tracking meeting action items for disposition, etc.
  • Support creation of Staff Summary Sheets (SSS) and staffing of documents for review and/or signatures.

Position Qualifications:

Education Experience
Bachelor's Degree in General Business Administration or related course work from an accredited University/College Minimum 2 years of secretary experience
Associate's Degree in General Business or related course work from an accredited College Minimum 4 years of secretary experience
High School Diploma with Vocational/Military Training Certificate in Office Management, Secretary Services, or related field Minimum 6 years of secretary experience

Minimum Skills/Qualifications:

  • Prior experience as a secretary administratively supporting lower-to-mid management levels of an office. The Contractor's proposed personnel shall be expected to independently perform the general administrative requirements.
  • Proven experience as a secretary supporting administrative requirements at the mid- to upper-management levels of an office. The proposed personnel will be expected to independently accomplish the advanced administrative tasks with no assistance.
  • Fundamental understanding of the Department of Defense (DoD) and Intelligence Community (IC).
  • Strong professionalism with the ability to consistently demonstrate tact and maturity.
  • Strong interpersonal and/or soft skills, and office etiquette within a professional environment to:
    • Facilitate professional relationships and support efficient execution of all office administrative requirements; and
    • Obtain a positive customer oriented service experience by internal/external office personnel, customers, and visitors.
  • Strong teaming and collaboration skills that foster office unity and cohesiveness in support the office administrative requirements.
  • Capable of handling a large workload, effectively coordinate multiple resources, and multi-task in a fast paced environment that may often have competing priorities with minimal assistance.
  • Strong communication skills both verbally and written with the ability to:
    • Articulate office administrative requirements/actions/needs in a professional tone and attitude;
    • Exchange information to facilitate positive and efficient work processes and results; and
    • Produce written correspondence (i.e., email, letter, document, etc.) that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.
  • Good office organization skills that facilitates a neat and orderly presentation of the work environment and administrative activities.
  • Proficient working knowledge of office information technology (IT) equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing office administrative tasks.
  • Proficient working knowledge of MS Office software applications (i.e., Word, Excel, PowerPoint, and Outlook: Mail, Calendar, and File Functions) with the ability to use these applications to efficiently complete office administrative tasks.
  • Experience with office filing systems (hardcopy and softcopy) using specified format and structure.
  • Able to be a self-starter and work with minimal assistance to complete all assigned work requirements.
  • Strong problem solving and time management skills. Must be detailed oriented and possess consistent, mature judgment.
  • Able to handle a moderate and demanding workload; efficiently coordinate resources, and reasonably work in a fast paced environment that may often have competing priorities.

Desirable Skills/Qualifications:

  • Prior DoD and/or government customer experience working in a related field.
  • Prior experience working with the military and understanding of the military services.
  • Proficient working knowledge of the following corporate applications:
    • PeopleSoft
    • Travel System (DTS) with knowledge of the Joint Travel Regulation (JTR)
    • SharePoint
  • Possesses a working knowledge of the government customer's internal coordination and approval processes.
  • Working knowledge of Access database
  • Proficient with the government customer's correspondence manual
  • Working knowledge of the government customer's File Plan requirements
  • A working level understanding of the government customer's corporate processes
  • Prior experience with the awards and decorations process
  • Ability to schedule, coordinate, set-up, and operate Video Teleconference (VTC) equipment; and this include teleconferences.
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