Quantech Services
Senior Admin Specialist
Quantech Services, Chantilly, Virginia, United States, 22021
Job Title
Senior Admin Specialist
Functional Title
Sr. Administrative Assistant
Location
Chantilly - VA - Chantilly, VA US (Primary)
Education
High School Level Degree
Job Type
Full-time
Job Description
The Administrative Assistant (Senior Level) positions for BPO/ODIR/MS shall support BPO/ODIR to provide evening coverage until 1700 to the BPO/OD IR staff in the absence of the Executive Assistant, assuming the duties of the BPO/OD[R position. At all other times, the Administrative Assistants (Senior Level and Intermediate Level) for BPO/ODIR/MS shall provide support to the BPO/ODIR/MS staff with direct administrative support services. The duties will include providing executive office support to include editing and coordinating communications, tracking & processing various awards, archiving, SharePoint administration, and attending meetings to record and disseminate minutes.
Shall provide support to BPO/FIN/TSC. The duties will include providing office support and Front Desk coverage handling NRO traveler correspondence and walk-in questions.
Shall provide support to their respective BPO offices. The duties will include providing administrative office support to include calendar management, editing and coordinating correspondence, tracking actions, and attending meetings to record and disseminate minutes.
Shall provide front office support to the Principal Deputy Director/OHR, Deputy Director/OHR, and Chief of Staff to include calendar management, editing and coordinating correspondence, and back up support for TIER actions.
Job Requirements
Draft and/or provide critical/final review of correspondenceDraft, proofread, edit, and coordinate documents such as instructions, spreadsheets, presentations and reportsBuild briefing packages and present informationAnalyze metrics and provide summary to senior managementAdminister databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updatesMaintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning.At a minimum, provide BPO/ODIR coverage during core business hours from 0800 to 1700Maintain a schedule of appointments for a manager or officeAssist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sitesCoordinate with DNI/USD(I), internal NRO Directorates/Offices, and others to schedule meetings with principalsCoordinate visitor requests, parking, and catering requests with NRO/ODIR,Protocol, Security, and other impacted officesMaintain/create and distribute contact cards for BPO leadershipGreet and escort visitorsRetrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documentsArrange for the delivery of outgoing mail/packages with the mailroomPrepare travel/training arrangements and process travel/training accounting/vouchers for the program officePerform research and retrieve information from databases and other resourcesAttend meetings, events, and forums as requested by BPO leadershipManage TIER actions; assign to the appropriate divisions or branches, follow-up and provide status reports, coordinate responses in a non-conflicted manner for senior management review, and participate at NRO-wide TIER meetings.Administer the BPO online data repository tool, developing, editing and managing SharePoint websitesCoordinate training requirements and related events for BPO offices SharePoint POCsCoordinate and process Freedom of information Act (FOIA) requests and the publication review process on behalf of BPORecommend innovative processes to improve the efficiency and effectiveness of the officeCompose written communication in response to complex customer queriesPrepare routine status reports and track office-related metricsManage routine website content updates and coordinate more complex website changes with webmasterCoordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sitesAttend meetings, events, and forumsAssist in maintaining inventories, records, and receiptsCoordinate office renovations and relocation activitiesSupport TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetingsMaintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planningSupport business process records management disposition (hard copy records and electronic copy records) and preservation activities for the BPO enterpriseDevelop and facilitate training sessions to ensure uniform implementation of NRO Directives and Instructions related to records managementArchive/retrieve classified documents/media in the Information Management Operations Applications database in conformance with federal and NRO policyMaintain and update the BPO Records Management PlanImplement, maintain, and bi-annually audit the BPO Group file plan structures (hard copy records and electronic copy records)Desired Skill Set
Demonstrated experience working independently, anticipating and adapting tochanging mission requirements and priorities, and managing multiple tasks with minimal guidance.Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policiesDetail-orientedAbility to communicate effectively and concisely using a variety of styles andtechniques appropriate to the audienceAbility to participate productively as a contributing member in a team environmentStrong interpersonal skillsAbility to be discreet and maintain confidentialityProficient in the use of Microsoft Office and standard computer applicationsKnowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctlyExperience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policiesExperience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidanceExtensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, Philosophy and operating principles
We hire Military
Work, Physical and Mental Requirements
Security clearance required
TSSCI CI Poly
Travel
0 - 10%
Senior Admin Specialist
Functional Title
Sr. Administrative Assistant
Location
Chantilly - VA - Chantilly, VA US (Primary)
Education
High School Level Degree
Job Type
Full-time
Job Description
The Administrative Assistant (Senior Level) positions for BPO/ODIR/MS shall support BPO/ODIR to provide evening coverage until 1700 to the BPO/OD IR staff in the absence of the Executive Assistant, assuming the duties of the BPO/OD[R position. At all other times, the Administrative Assistants (Senior Level and Intermediate Level) for BPO/ODIR/MS shall provide support to the BPO/ODIR/MS staff with direct administrative support services. The duties will include providing executive office support to include editing and coordinating communications, tracking & processing various awards, archiving, SharePoint administration, and attending meetings to record and disseminate minutes.
Shall provide support to BPO/FIN/TSC. The duties will include providing office support and Front Desk coverage handling NRO traveler correspondence and walk-in questions.
Shall provide support to their respective BPO offices. The duties will include providing administrative office support to include calendar management, editing and coordinating correspondence, tracking actions, and attending meetings to record and disseminate minutes.
Shall provide front office support to the Principal Deputy Director/OHR, Deputy Director/OHR, and Chief of Staff to include calendar management, editing and coordinating correspondence, and back up support for TIER actions.
Job Requirements
Draft and/or provide critical/final review of correspondenceDraft, proofread, edit, and coordinate documents such as instructions, spreadsheets, presentations and reportsBuild briefing packages and present informationAnalyze metrics and provide summary to senior managementAdminister databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updatesMaintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning.At a minimum, provide BPO/ODIR coverage during core business hours from 0800 to 1700Maintain a schedule of appointments for a manager or officeAssist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sitesCoordinate with DNI/USD(I), internal NRO Directorates/Offices, and others to schedule meetings with principalsCoordinate visitor requests, parking, and catering requests with NRO/ODIR,Protocol, Security, and other impacted officesMaintain/create and distribute contact cards for BPO leadershipGreet and escort visitorsRetrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documentsArrange for the delivery of outgoing mail/packages with the mailroomPrepare travel/training arrangements and process travel/training accounting/vouchers for the program officePerform research and retrieve information from databases and other resourcesAttend meetings, events, and forums as requested by BPO leadershipManage TIER actions; assign to the appropriate divisions or branches, follow-up and provide status reports, coordinate responses in a non-conflicted manner for senior management review, and participate at NRO-wide TIER meetings.Administer the BPO online data repository tool, developing, editing and managing SharePoint websitesCoordinate training requirements and related events for BPO offices SharePoint POCsCoordinate and process Freedom of information Act (FOIA) requests and the publication review process on behalf of BPORecommend innovative processes to improve the efficiency and effectiveness of the officeCompose written communication in response to complex customer queriesPrepare routine status reports and track office-related metricsManage routine website content updates and coordinate more complex website changes with webmasterCoordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sitesAttend meetings, events, and forumsAssist in maintaining inventories, records, and receiptsCoordinate office renovations and relocation activitiesSupport TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetingsMaintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planningSupport business process records management disposition (hard copy records and electronic copy records) and preservation activities for the BPO enterpriseDevelop and facilitate training sessions to ensure uniform implementation of NRO Directives and Instructions related to records managementArchive/retrieve classified documents/media in the Information Management Operations Applications database in conformance with federal and NRO policyMaintain and update the BPO Records Management PlanImplement, maintain, and bi-annually audit the BPO Group file plan structures (hard copy records and electronic copy records)Desired Skill Set
Demonstrated experience working independently, anticipating and adapting tochanging mission requirements and priorities, and managing multiple tasks with minimal guidance.Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policiesDetail-orientedAbility to communicate effectively and concisely using a variety of styles andtechniques appropriate to the audienceAbility to participate productively as a contributing member in a team environmentStrong interpersonal skillsAbility to be discreet and maintain confidentialityProficient in the use of Microsoft Office and standard computer applicationsKnowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctlyExperience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policiesExperience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidanceExtensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, Philosophy and operating principles
We hire Military
Work, Physical and Mental Requirements
Security clearance required
TSSCI CI Poly
Travel
0 - 10%