Senior Administrative and Mangement Support

Senior Administrative and Management Support

DEFTEC delivers mission critical solutions through skillfully delivered services and innovative products. We are inspired by the critical missions of our clients, and we are driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.

POSITION OVERVIEW

DEFTEC Corporation is seeking Senior Administrative and Management Support to support Senior Executive Service (SES) level staff by providing direct administrative support to specific DISES and their deputies within DCSA and other DoD components leadership as requested and approved by the Director of DCSA.

JOB RESPONSIBILITIES:

• Assist with records and file management
• Assists with in and out Processing of civilian employees
• Research and explain DoD, DCSA, and internal office operational policies, procedures, and requirements referring to a variety of sources
• Monitors DITMAS's single and centralized phone file.
• Provides general administrative support to GG-15 Division Directors (and their Deputies, etc.), which requires coordination of calendar and schedules, preparation, formation, and/or finalization of official correspondence that includes letters, memoranda, interoffice communications, and staff summary sheets, sensitive or classified reports, as required.
• Interact with other internal DCSA and sometimes outside Government agencies normally.
• Create documents such as reports, spreadsheets, plan of action milestone project files, and presentations from data and information in internal DCSA databases, as required.
• Responsible for maintaining data and information in DCSA internal databases that contain sensitive departmental and/or classified information.
• Respond to requests from internal and external offices, distribute correspondence, circulate information, etc., to other staff (to include senior staff) internal and external to DCSA, as required.
• Responsible for maintaining and populating various databases and spreadsheets with data and information supporting assigned Division/Directorates, as required.
• Utilize spreadsheets to track suspense actions and to manage workload, facility assignments, student activities, instructor assignments, and other activities as needed; and maintain customer requests, as required.
• Collect and collate data for personnel establishment and maintenance, as well as prepare reports using the collected and collated data.
• Responsible for assisting in monitoring agency task management systems, spreadsheets, or other means to track internal and external suspense actions.
• Responsible for maintaining tracking records to ensure assigned Action Officers and Division Directors/Assistant Directors have accurate and current information vulnerability assessment schedules, assessment report status, Letters to Management, security vulnerabilities, and facilities. Responsible for maintaining various office logs, file schedules, and office calendars and updating internal staff directories.
• Responsible for creating a wide variety of documents, reports, spreadsheets, presentations, quarterly newsletters, program brochures, outgoing letters, memorandums, and other interoffice/interagency communications and corporate correspondence; responsible for composing the first draft through to the final draft for publishing and/or obtaining the Directorate/Divisions signature.
• Responsible for reviewing incoming documents/taskers for appropriate action, specifically emphasizing deadlines for respective Directorate/Division.
• Responsible for correspondence management that includes intraoffice communications.
• Management of other incoming correspondence, including forwarding correspondence and action items.
• Prepare and revise reports, letters, memoranda, statements, forms, and similar documents from handwritten or rough copy materials.
• Responsible for managing correspondence.
• Assists in researching information relating to ordering office and other basic supplies. Maintains office supplies inventory and orders supplies.
• Provides day-to-day office management that includes assisting in inventory, obtaining, and stocking supplies as needed
• Responsible for troubleshooting minor issues with