Sr Office/Program Assistant - TS/SCI w/Polygraph Required

Location
McLean, VA
Posted
Apr 28, 2017
Closes
May 23, 2017
Function
IT
Hours
Full Time
General Dynamics Information Technology is currently seeking a skilled Sr. Office/Program Assistant who will be able to perform a variety of administrative duties in support of our Customer. The candidate will perform, but will not be limited to, the following responsibilities:

 

-Provide oversight for the daily activities of the office including performance direction of, if assigned, one or more administrative assistants and be able to train new member on process and procedures for requirements.

-Review all incoming correspondence and monitor Lotus Notes for items requiring immediate attention or action, compose correspondence, monitor external/internal communications, address communications in an expeditious manner and bring critical issues to the customer being supported.

-Manage calendars, phone/email, and travel (domestic and international) and contacts (both internal and external) using Lotus Notes, Microsoft Outlook or any other system determined necessary the Government.  Create, maintain and update all charts, lists and calendars as well as reporting travel schedules and attendance for the office being supported.

-Maintains a schedule of appointments for manager(s) or office; opens, sorts and distributes incoming mail, newspapers, faxes, and other publications/documents.

-Coordinates and/or participates in the scheduling, organizing, and execution of meetings, conferences, and off-sites, participates in meetings and events; serving as recorder or working member of group, schedule VTC’s, conference calls, and schedule meetings rooms.  Greets and/or escorts visitors and guests.

-Maintains and reconciles accounting records.  Processes travel, training and POV vouchers.  Assist with the approval process for credit card purchasing.  Handles disbursing transactions including airline tickets, metro checks, and general travel information.

-Passes and receives clearances, use the customer’s Visitor Access Request system and prepares access lists as necessary, and assists in the transportation of material and people.

-Maintain an efficient office environment, to include ordering supplies and arranging for repair of office equipment, deliver items to customers, assists in the oversight and accounting for inventory.

-Prepares weekly status reports of action items and completion of tasks related to the execution of a program, process, or transaction; present assigned and other information through briefings to various audiences.

-Tracks overall project(s) spending, including burn rates on individual contracts, maintains inventory; issues equipment, records, receipts, or supplies, assists with office renovations and move management activities.

-Maintains tracking records and filing systems; archives files as necessary.  Performs data input, data collection and research; retrieves information or documents from databases and the Internet.  Maintains and updates databases or spreadsheets.  Prepares and tracks various statistics.

-Create/format documents, spreadsheets, databases and presentations; to include drafts, proofreads, and edits all correspondence; produces other documents such as instructions, spreadsheets, presentations, and reports; collect and prepare materials for use in meetings/discussions.

-Performs as a focal point for response to queries regarding location in-house and customer administrative databases, such as those for training and timekeeping.

-Provides back up support and assistance to office support positions and functions, as required.

-Upon Government approvals, coordinate all logistical details for meetings and events.  For meetings, this includes scheduling rooms, sending out meeting announcement, tracking attendance, coordinating food services; take minutes as appropriate and distributing follow-up materials.

-Review directives and instructional materials pertaining to administrative practices and clerical policies and procedures to stay abreast of new, revised or amended policies and regulations.

-Evaluates, proposes, and/or implements innovative and/or new administrative processes to improve the efficiency and effectiveness of support administration.

-Communicate effectively with customers and provide superior customer service at all times.

-Other executive administrative functions, as tasked.

 

Position requires active Top Secret/SCI with Polygraph clearance.

 

#DPOST

#CJPOST

Education Associates Degree in a related business discipline, or the equivalent combination of education, professional training, or work experience.

Qualifications 3-5 years of related administrative experience.

Customer Requirement:  Either at least 3-5 years’ experience as an Executive Assistant or Senior Administrative Assistant providing support to administrative operations and/or at least 3 years’ experience with the customer or an IC organization as an Executive Assistant.

 Unique/Additional Requirements:

-Ability to obtain working knowledge of customer and/or IC regulations, policies, practices, and procedures.

-Thorough knowledge in the use of MS Office Suite applications, the Internet, and other internal applications necessary to complete routine and moderately complex tasks.

-Analytical skills sufficient to assess moderately complex information from multiple sources and draw logical conclusions.

-Strong interpersonal skills to maintain effective working relationships with team and customers.

-Strong oral and written communications skills sufficient to compose and deliver responses to customers’ routine to moderately complex questions in a clear and concise manner.

-Ability to perform as a focal point for a program or process.

-Ability to manage own activities and office workflow under tight deadlines

-Ability to efficiently and rapidly store and retrieve information using filing and tracking systems.

-Ability to establish administrative contacts and professional relationships for networking and liaison across the customer agency/IC

-Ability to apply a strong customer focus orientation to understand customer requirements, suggest, and implement solutions.

-Ability to ensure that management, co-workers, customers and stakeholders are kept informed

-Ability to adapt to changing work requirements and priorities that may require extended hours

-Ability to be discreet and maintain confidentiality

 

Preferred:

Greater than 5 years’ experience as an Executive Assistant or Senior administrative Assistant providing support to administrative operations and experience within the customer agency or an IC organizations as an Executive Assistant.

-Professional Certification or formal training/education in the field of the position.

-Analytic ability to evaluate HR data, resolves inconsistencies, and proposes innovate solutions to challenging problems, if applicable.

-Ability to learn and research customer agency regulations, policies, and procedures.

 

 As a trusted systems integrator for more than 50 years, General Dynamics Information Technology provides information technology (IT), systems engineering, professional services and simulation and training to customers in the defense, federal civilian government, health, homeland security, intelligence, state and local government and commercial sectors.With approximately 32,000 professionals worldwide, the company delivers IT enterprise solutions, manages large-scale, mission-critical IT programs and provides mission support services.GDIT is an Equal Opportunity/Affirmative Action Employer - Minorities/Females/Protected Veterans/Individuals with Disabilities.