Administrative Assistant Level 1
Summary
| Title: | Administrative Assistant Level 1 |
|---|---|
| ID: | 1952 |
| Location: | St. Louis, Missouri |
Description
**This position is contingent upon government funding and award of contract to Clear Resolution Consulting**
JOB SUMMARY: CRC has a need for an Administrative Assistant Level 1 in St. Louis, MO.
DESCRIPTION: The Administrative Assistant shall be expected to independently accomplish the required tasks.
PRIMARY RESPONSIBILITIES:
- Obtain and retain a working level understanding of the NGA organization and its corporate business rhythms in order to effectively execute administrative requirements for the office. This includes reading, understanding, and applying applicable IC, DOD and NGA policies, instructions, regulations, and guidance.
- Receptionist duties such as: greeting, receiving, and assisting office visitors, to include escorting to meeting place, upon entrance/exit of the facility, or as required; answering phone calls for the purpose of recording messages, transferring calls, assisting with caller inquiries, coordinating office agendas and activities; etc.
- Operate a computer, calculator, copier/ canner, and other common office equipment. This includes the ability to use standard office equipment and Microsoft Office software applications to the degree expected at each labor category.
- Process mail to include retrieval, opening (as required), inspecting, distributing, and picking up for mailroom delivery.
- Read publications, regulations, directive, instructions and guidance and take action or refer those that are important to office leadership, management and/or staff.
- Establish and maintain both hardcopy and computer based filing systems, to include performing routine filing of various office data/record files.
- Prepare, review and/or edit correspondences such as form letters, reports, tables, spreadsheets, and other printed material.
- Copy and scan office documents, files, records, etc. Some tasks may include either actually performing the copy/scanning operation or assisting with the processing through NGA rapid reproduction.
- Assist with the preparation of materials needed for conferences, correspondence, appointments, travel arrangements, meetings, telephone calls, etc.
- Manage office calendars to support planning and coordination of office events, functions, meetings, work requirements and other noteworthy calendar topics.
- Perform data entry and maintenance of stored data/records in established databases, spreadsheets and other electronic data/record tracking and repository systems.
- Assist with meeting agendas, arranging meet-me numbers and conference room schedules, coordinating meeting material, taking meeting notes and producing a post-meeting report for approval and distribution, tracking meeting action items for disposition, etc.
- Support creation of Staff Summary Sheets (SSS) and staffing of documents for review and/or signatures.
- Independently anticipate and provide responsive administrative support to facilitate completion of all organizational mission requirements. This will require executing a broad range of admin responsibilities with some tasks occurring routinely and/or on an"ad hoc" basis per real-time needs of the office.
- Provide the office with a centralized source of administrative expertise and guidance, which ultimately affects the success of the mission. ·
- Independently manage office schedules and calendars to administratively support responsive planning, coordination, execution, and completion of business rhythms, corporate requirements, and events (i.e., meetings, conferences, travel, etc.)
- Provide assistance to management and staff on administrative activities, requirements, developments, issues, and status. This may include facilitating the coordination, consolidation, review, information, and guidance necessary to maintain continuity office management and staff.
- Independently apply mature and objective judgment to determine best approach and course of action to take in both routine and non-routine administrative situations. This will require accurately interpreting and adapting guidelines, policies, precedents and practices that are not always completely applicable to a changing situation.
- Support office discussions regarding the organization's administrative business rhythms and contribute recommendations as necessary. Specifically advise office leadership and management on the administrative implications of additions, deletions, or changes to the varied functions of the organization.
- Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and/or guidance.
- Create workbooks (e.g., read-ahead, staffing, continuity, standard operating procedures) for leadership planning and/or to support execution of leadership responsibilities and office administrative business rhythms.
- Support the office with development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization. These functions may include training/travel budgets, suspense systems, space planning, personnel management, record management, logistics support, asset tracking, etc.
- Assist subordinate administrative assistants on new procedures; request information needed from the subordinate offices for periodic or special conference, reports, inquiries, etc.
- Proven experience as a administrative assistant supporting administrative requirements at the mid to upper management levels of an office. The proposed personnel shall be expected to independently accomplish the advanced administrative tasks with no assistance.
- Fundamental understanding of the Department of Defense (DOD) and Intelligence Community (IC).
- Strong professionalism with the ability to consistently demonstrate tact and maturity.
- Strong interpersonal and/or soft skills, and office etiquette within a professional environment to:
1) Facilitate professional relationships and support efficient execution of all office administrative requirements; and
2) Obtain a positive customer oriented service experience by internal/external office personnel, customers, and visitors. - Strong teaming and collaboration skills that foster office unity and cohesiveness in support of completing office administrative requirements.
- Capable of handling a large workload, effectively coordinating multiple resources, and multi-tasking in a fast-paced environment having competing priorities.
- Strong communication skills both verbally and written with the ability to:
1) Articulate office administrative requirements/actions/needs in a professional tone and attitude; and
2) Exchange information to facilitate positive and efficient work processes and results; and
3) Produce written correspondence (i.e., emails, letters, documents, etc.) that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance. - Good office organization skills that facilitates a neat and orderly presentation of the work environment and administrative activities. (Note: NGA has a clean desk policy that requires a clutter free work environment and the proper storage of working papers.)
- Proficient working knowledge of office information technology (IT) equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks.
- Proficient working knowledge of MS Office software applications (i.e., Word, Excel, PowerPoint and Outlook: Mail, Calendar, and File Functions) with the ability to independently use these applications to efficiently complete office administrative tasks.
- Experience with office filing systems (hardcopy and softcopy) using specified format and structure
- Able to be a self-starter and work with minimal assistance to complete all assigned work requirements.
- Strong problem solving and time management skills. Must be detailed oriented and possess consistent, mature judgment.
- Able to handle a moderate and demanding workload; efficiently coordinate resources, and reasonably work in a fast paced environment that may often have competing priorities.
MINIMUM REQUIREMENTS:
- Employment is contingent upon successful completion of a security background investigation and polygraph
- An active and current government clearance is required to be considered for this work.
- Bachelor's Degree in General Business Administration or a related degree from an accredited University/College (Associate's Degree and 4 years of administrative experience or HS Diploma and 6 years of administrative experience can be substituted for a Bachelor's Degree)
- 2 years' experience providing administrative support.
- Prior DOD and/or NGA experience working in a related field.
- Prior experience working with the military and understanding of the services.
- Proficient working knowledge of the following applications: PeopleSoft, Defense Travel System (DTS) with knowledge of the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR), NGA Central Electronic Routing and Tasking System (N-CERTS), SharePoint,
- Possesses a working knowledge of the NGA internal coordination and approval processes.
- Working knowledge of Access database
- Proficient with NGA correspondence manual
- Working knowledge of NGA's File Plan requirements
- A working level understanding of NGA corporate processes
- Prior experience with the awards and decorations process
- Ability to schedule, coordinate, set-up, and operate Video Teleconference (VTC) equipment; and this include teleconferences.
Clear Resolution Consulting, LLC provides Intelligence Analysis, Business Management, Cyber Operations, Special Operations and Information Technology Consulting Services to the Department of Defense (DoD), Intelligence Community (IC) and other Federal Agencies.
This is a full-time position with employee and family medical, dental, and vision plans, life and AD&D insurance, generous holidays and personal leave, 401(K) with company matching, short-term/long-term disability insurance, and tuition assistance.
Clear Resolution Consulting, LLC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, any other non-merit factor, or any other characteristic protected by law.
This opening is closed and is no longer accepting applications
