Sr. Administrative Support (TS clearance) Job in Arlington, Virginia US

Sr. Administrative Support (TS clearance)

Job Description Job Title: Sr. Administrative Support (TS clearance) Requisition ID: 12001N3 Job Category: Executive 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 multi-task 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 administrativesupport 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 asdatabases 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 protocolprocedures 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 acollateral 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 othersources, 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. Prepares correspondence, reports, manuals, and agendas by obtaining, assembling, and analyzing complex information and data from a wide variety of sources. Composes and initiates, as necessary, routine correspondence and memoranda. Interfaces with internal and external personnel as front-line representative of department to ensure accurate and amiable dissemination of appropriate information. Handles and processes information of a highly confidential and critical nature and ensures information remains confidential. Screens incoming telephone calls and visitors; researches more complex inquiries and responds or escalates inquiry as appropriate. Coordinates, schedules and maintains calendar of appointments, meetings and off-site functions, travel itineraries, and coordinates related arrangements. Establishes agendas. Prepares presentation materials to assist senior management in meetings and discussions; schedules and coordinates meetings. Prepares and distributes meeting minutes. Conducts special projects as needed such as gathering, analyzing and preparing annual budget materials and reports, and various preparations for Board and senior management meetings. Maintains and organizes office operations and procedures such as information management, filing system, requisition of supplies and other administrative services. Qualific