Office Administrator, Lead
- Full Time
Job Description: The scope of the lead administrator's work is to provide guidance and assistance on the completion of complex tasks for general office and/or program support. The nature of the position demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements. The position requires extensive knowledge of administrative processes and procedures in the IC. Duties and RESPONSIBILITIES: Office Administration Maintains a schedule of appointments for a manager or office Monitors e-mail and telephones of manager(s) or office members Drafts, proofreads, edits and gives final review of all correspondences Tracks status of incoming and outgoing cable traffic Produces other documents such as instructions, spreadsheets, presentations, and reports Passes and receives clearances and prepares access lists Information Management Maintains tracking records and filing systems; archives files as necessary Performs as a recorder and/or administrator for time and attendance (T&A) accountings for the area of assignment Maintains and updates databases or spreadsheets Produces content and materials for briefing packages and presents information through briefings to various audiences Prepares, tracks, monitors, and analyzes statistics Prepares and disseminates information to appropriate individuals/offices Processes administrative and personnel paperwork Compiles, collates, analyzes, and summarizes abstracting data Performs research; retrieves information or documents from databases and the internet Manages RESPONSIBILITIES for pouching of classified material to the field Performs Webmaster services to oversee website changes Administers and troubleshoots databases, sets up new user accounts and accesses; runs reports; performs database clean up tasks Performs as Action Officer for oversight, monitoring, and reporting on status of task completion related to the execution of a program, process, or transaction Evaluates, proposes, and implements innovative and/or new administrative processes to improve the efficiency and effectiveness of support administration Office Management Plan, schedule, organize and execute meetings, conferences, and off-sites Participates in meetings and events: serving as recorder or working member of group, and may brief or present administrative support related information Makes travel arrangements for unit managers and others Escorts visitors and guests Opens, sorts and distributes incoming mail, newspapers, faxes, and other publications/documents Performs back up duties for other offices within the directorate/office Produces and/or prepares weekly status reports on the progress of action items and initiatives for the function or business areas Logistics Assists with ordering of supplies and arranges for the repair of office equipment Maintains inventory; issues equipment, records, receipts, or supplies Orders and assigns various key materials in support of customer requirements Researches pouch shipments and initiates pouch traces Assists with the oversight and accounting for inventory Plans and supports the transportation of material and people Plans and supports office renovations and move management activities Assists with work that pertains to the procurement, inventory control, and destruction of registered cryptographic material utilized by the client Coordinates client wide cryptographic key requirements within Finance Maintains and reconciles accounting records, resolves issues Processes travel, training, and POV vouchers Assists with the approval process for government credit card purchasing Handles disbursing transactions including airline tickets, metro checks, and general travel information Tracks overall budget for component or program Performs as designated cash custodian Contracts Management Assists with the administration, management, and process for the hiring and maintenance of independent contractor resources Based on government direction, prepares contractual instruments and related approval documents necessary to execute contracting actions Monitors the status, administration and negotiation of contracts May assist with the performance of Level 1 Contracting Officer Technical Representative duties Program Management Performs as a focal point for a program or process Assists with a program or process Ensures compliance with client/IC regulations and procedures Coordinates, tracks, and monitors administrative and program support activity Other: May be required to lift up to 50 lbs. May be required to rearrange office/classroom space May be required to sit or stand for prolonged periods of time May be required to travel in the WMA Required Qualifications: Customer experience/knowledge of protocol and and precedence Seven years of progressively responsible administrative support experience, comparable to work performed as a Level II Mission Support Administrator Must have a current TS/SCI clearance with polygraph Typically requires Bachelor's degree or equivalent, and five to seven years of related experience Work is typically performed in an office environment, requiring the use of computer terminals and standard office equipment to accomplish work objectives - Depending upon assignment, shift work and/or occasional local, domestic, and foreign travel may be required Ability to obtain extensive knowledge of protocol and precedence, and client/IC structure, regulations, and policies Extensive knowledge of current practices associated with filing and tracking systems, allowing efficient and rapid storage and retrieval of information Ability to obtain extensive knowledge of travel and customer-unique activities to perform as Station POC for individuals on TDY Ability to obtain extensive knowledge of operational procedures and cover protocols to meet operations flights Extensive knowledge in the use of MS Office, the Internet, and other internal applications necessary to train others Working knowledge of Contracting Officer's Technical Representative concepts and principles Analytical skills sufficient to assess and interpret highly complex information from multiple sources and draw insightful conclusions Excellent oral and written communication skills sufficient to compose and deliver responses to customers' complex questions in a clear and concise manner Excellent skills in planning and organizing to systematically coordinate, track, and complete work flow in accordance with the unique guidelines and procedures of multiple agencies/organizational entities Strong representational skills to attend meetings, events, and forums on behalf of upper management Strong interpersonal skills to gather task information and or project specifications from customers Ability to anticipate customer requirements, and suggest, implement, and follow up on solutions Ability to establish, maintain, and leverage contacts and professional relationships for frequent networking and liaison across the client/IC Ability to communicate procedures and processes to management, co-workers, customers, and stakeholders and provide guidance on pertinent changes to business functions and operations Ability to adapt to changing work requirements and priorities that may require overtime or extended hours Ability to be discreet and maintain confidentiality Company Description: CACI employs a diverse range of talent to create an environment that fuels innovation and fosters continuous improvement and success. Join CACI, where you will have the opportunity to make an immediate impact by providing information solutions and services in support of national security missions and government transformation for Intelligence, Defense, and Federal Civilian clients. A member of the Fortune 1000 Largest Companies and the Russell 2000 Index, CACI provides dynamic careers for approximately 15,000 employees working in over 120 offices worldwide. CACI is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities. . CACI employs a diverse range of talent to create an environment that fuels innovation and fosters continuous improvement and success. Join CACI, where you will have the opportunity to make an immediate impact by providing information solutions and services in support of national security missions and government transformation for Intelligence, Defense, and Federal Civilian customers. A Fortune magazine World's Most Admired Company in the IT Services industry, CACI is a member of the Fortune 1000 Largest Companies, the Russell 2000 Index, and the S&P SmallCap600 Index. CACI provides dynamic careers for over 20,000 employees worldwide. CACI is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities.