Office Management/Staff Officer

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Job Description:

Overall Assignment Description:  

Independently performs a wide range of functions and tasks which require vision, leadership, and proficiency in developing, explaining, and implementing policy.  Overseeing, planning, organizing, and conducting administrative and staff functions. Responsibilities include administrative tasks, scheduling and coordinating meetings, calendars, and events; prepares and distributes Briefing and Read Ahead materials; researching and analyzing information to prepare reports, presentations, and papers; maintain office supplies, maintain files and folders, initialing equipment trouble tickets or replacement, and prepares routine correspondence in accordance with NGA standards.  Use the appropriate databases such as PRISM, Defense Travel System (DTS), and other sources to inquire, process, and track actions and status.

What You'll Be Doing:

• Perform as primary action officer for tasks assigned, which includes coordinating the task, ensuring that all requirements are met and fully addressed, ensuring that leadership has reviewed and approved the task response, and ensuring that task response is prepared for release prior to the suspense date and time;

• Assist the Business Executive, Staff Officers, and Leads in all duties related to AOT and its subordinate offices;

• Provide coordination support for Continuity of Operations (COOP), Business Continuity Planning (BCP), Space planning, and position management to ensure goals are attained.

• Prepare special or one-time reports, summaries, or replies to inquires relating to the mission; selecting relevant information from a variety of sources such as reports, documents, correspondence, and other offices, etc., under general directions;

• Assist the Business Executive, Staff Officers, and Leads with staff management and administration of daily activities;

• Prepare Action Items and Notes commitments made by executives during meetings and arranges for Data Squads’ implementation;  

• Anticipate and prepare materials needed for conference, correspondence, appointments, meeting, telephone calls, etc., and informs lead officer on matters to be considered;

• Review outgoing correspondence for executive’s approval and alert authors to any conflict with the file or departure from policies or executive’s viewpoints; gives advice to resolve the problems;

• Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; draws attention to important issues, and initiates actions as directed;

• Review publications, agency regulations and directives, and takes action or refers those that are important to the Business Executive and his/her staff;

• Advice administrative personnel in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc.

• Strong Internal/External Coordination, Non-technical writing skills, organization skills, and customer service skills.

• Able to extract and synthesize complex information to prepare briefings, read ahead materials and other documentation.  

• Briefing skills, project management, strategic planning, organizational skills, and resource management.  

• Strong ability to communicate effectively, both orally and in writing.

• Strong ability to work cooperatively and collaboratively as a team member, and meet schedules and timelines consistently with attention to detail.

• Competency to work independently and under pressure.

• Understanding the concepts of COOP/BCP, space planning, Defense Travel System (DTS), records management, and visit/event coordination.

• Strong Problem Identification, Analysis, and Resolution skills

• Performs as an Information Officer (IO) responsible for facilitating Records Management for the assigned organization. IO duties include ensuring the following actions are completed: Office Inventory of all admin and mission records; Office File Plan is in place; filing systems for hardcopy and softcopy records have been established; office personnel are trai