Administrative Associate (TS clearance) Job in Arlington, Virginia US
Administrative Associate (TS clearance)
Job Description Job Title: Administrative Associate (TS clearance) Requisition ID: 12001N1 Job Category: Administrative Assistant 3 Primary Location: USA-VA: VIRGINIA-ARLINGTON Schedule: Full-time Job Type: Regular Employee Status: Regular Job Posting: 2012-Feb-10 Description Essential Job Functions Candidates will provide a full range of administrative services in support of the Office of the Under Secretary of Defense (Policy), to include; General Administrative, Secretarial, and Clerical Support; Editorial Support; and Briefings and Presentation Support. Typical administrative support services may include duties such as generic clerical skills of greeting and directing visitors, fielding phone calls, scheduling meetings, filing and faxing, as well as administrative and office support activities that require an ability to multitask and assist multiple employees at once, and to work with all levels of management and staff. Administrative support staff must have basic computer skills to assist with performing word processing, spreadsheet management, and conducting internet research Specific Requirements : Travel Support o Coordinate with other Policy office staff and leadership, organizations within the Department of Defense, and outside organizations within and outside the Federal Government. o Coordinate plans and preparation for meetings both in and outside the Washington D.C., including meetings outside the US(travel agenda, country clearance, cables visa/passports, notifications, invitations, protocol interface). o Provide assistance and administrative support for meetings, document collection, control and retrieval, and general clerical assistance where needed. The contractor must be able to provide assistance in the archiving of federal documents and other administrative matters as appropriate. o Assist in travel arrangements for offices, to include execution under the parameters of the DoD travel regulations. o Provide support to Policy and other organizations for the proper use and implementation of the Defense Travel System including a help desk function. o Assists in obtaining theater and country clearances for DoD personnel traveling overseas under the terms of the Foreign Clearance Guide DoD 4500.54-g. Clerical and Administrative Support o Perform secretarial and general clerical assistance including typing, proofreading, filing, scheduling, and working with various software packages such as databases and spreadsheets. o Maintain office calendars and schedule appointments and schedule meetings and ensure background materials have been reviewed and are ready for use. Greet visitors, escort "non-badge" visitors from the main entrances, and assist visitors and Government officials with administrative functions. o Maintain useable working files, personal files, directories, and other materials and prepare file plans in accordance with established procedures. o Deliver taskers, messages, incoming mail, and classified mail to Policy front offices and pick-up any outgoing correspondence. Pick up message diskettes for Policy offices and classified correspondence from Defense Intelligence Agency (DIA) (open, check, sort, and log in a database). o Sort and deliver incoming and outgoing mail to include special messages (cables). Process registered mail and assist with FedEx/UPS deliveries. o Pick up burn bags daily from the front offices and deliver to the Remote Delivery Facility (RDF) in the Pentagon. o Attend to the Customer Service Window and respond to requests from the Policy staff. Event Support o Assist in developing special event requirements such as time and place, location, duration, number of attendees, security requirements, and travel arrangements. o Based on draft agenda, locations, and attendees, prepare a draft budget for event to include submission of Official Representational Funds (ORF), if needed. o Arrange for event transportation, security, conference facilities, lodging, meals, and other social functions. o Schedule air and ground transportation. o Arrange for appropriate conference rooms/facilities and prepare meeting places to follow acceptable protocol procedures such as seating arrangements. o Make meal and lodging arrangements to meet the requirements of the attendees. o Assist in scheduling events (i.e. tours), photographers, and other relevant duties. o Arrange for VIP clearance, parking, expediting security requirements/requests. o In consultation with senior Policy officials, manage official gifts for various events such as recording recipients and type of gifts, prepare and request funding through Official Representational Funds, and request for gift appraisal. Document Management Support o Accurately distribute incoming and outgoing documents; determine type of action required by Policy office(s) for incoming documents, to include identifying the responsible Policy office for action, coordination, and/or assistance; determine the existence of non-Policy offices having a collateral interest. o Maintain a suspense control system that supports the Policy organization; use a specialized database to properly process documentation by identifying the information in the database, establish official Policy organization record of document transaction, and create computer-generated document control sheets electronically and in hard copy. o Prepare and transmit various management reports that enable senior Policy management to determine the number of suspenses for which they are responsible; identify the responsible action office and the current status of the action. Document Review Support o Support and/or perform classification review, information access, records research, conversion, and archiving. Editorial Support Services o Coordinate all comments from other sources, edit, write, and/or prepare for signature all manner of documentation such as memoranda, letters, reports, studies, instructions, directives, or other documentation. o Make arrangements for meetings to further develop the data and information for a document. Briefings and Presentation Support o Provide sufficient technical and substantive knowledge and expertise to build briefings of substance from rough ideas or drafts for presentation to the most senior levels of the DoD or Federal Government. o Provide support using the latest computer software and imaging packages, and ensure ability to provide rapid turn-around of briefing and presentation materials; provide experience and capability to operate audiovisual equipment. Graphic support may require either computer packages or original hand drawings. Both must be loadable on web software. Maintains and coordinates manager's schedule; schedules appointments with company employees and clients; ensures schedule is feasible and makes efficient use of manager's time. Performs moderately complex office duties for department in word-processing, photocopying, faxing, report generation, and filing; may provide specialized administrative support such as moderately complex graphic creation for presentations and documents. Schedules business unit/functional area meetings and off-site functions; reserves conference rooms as appropriate; coordinates specific business unit/functional area activities as appropriate. May coordinate travel arrangements. Coordinates outgoing department correspondence. Creates original correspondence; assembles, addresses and mails documents to meet business needs. Performs moderately complex specialized office duties according to business unit/functional area such as maintaining databases, compiling and analyzing data, and preparing reports/presentations to identify and convey results and trends. Answers incoming calls; researches and responds to inquiries; escalates and/or routes calls to appropriate personnel as necessary. Coordinates travel arrangements for manager and employees; ensures travel dates are correct; reserves appropriate accommodations to facilitate travel. Distributes docum