Administrative Assistant

Administrative Assistant

Job Category: Service Contract Act

Time Type: Full time

Minimum Clearance Required to Start: Top Secret

Employee Type: Regular

Percentage of Travel Required: None

Type of Travel: None

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The Opportunity:
Serve as an Administrative Assistant to the C5ISR Center Lab Based Rick Reduction Division, responsible for the performance and coordination of administrative and procedural functions of the division. This position requires the ability to assist in the coordination of all facets of administrative support at the division level, to include managing calendars and schedules, making travel arrangements (CONUS and OCONUS), prepare/coordinate arrangements for briefings and other working functions and performing office management functions (e.g., orders supplies).


Responsibilities:

• Provide administrative support to the Lab & Field Risk Reduction (LFRR) Division, with four branches located at Aberdeen Proving Ground, MD and Joint Base McGuire-Dix-Lakehurst, NJ.
• Coordinates Division CONUS and OCONUS travel arrangements and expenses via Defense Travel System (DTS) and authorizations for approval.  
• Prepare/coordinate arrangements for briefings and other working functions, issues invitations to high level visitors. Greets local and international dignitaries.
• Research flights, hotels, and rental cars for travelers in accordance with the Joint Travel Regulations (JTR).
• Responsible for the oversight of all LFRR administrative project coordination related subjects to ensure a smooth and productive workflow.
• Develop and execute the coordination of high-level meetings with Senior Executive Service (SES) members and General Officers (GO) to include Microsoft Teams meetings, SVTC set-up, teleconference lines, and visit requests.
• Composes and replies to documents for signature without consultation, establishes priorities for appointments, accepts or declines invitations to meetings, and arranges for representation.
• Manage personnel accountability reporting via Manpower Information Retrieval and Reporting System (MIRARS).
• Maintain absolute confidentiality in completing sensitive tasks. Apply an extensive knowledge of organizational relationships. Plan, organize and control critical actions ensuring appropriate priority, staffing, timeliness, coordination, accuracy, and approval.
• Maintain and track time and attendance for division employees via the Automated Time Attendance and Production System (ATAAPS).
• Act as liaison between Executive Admins, subordinates, and others by transmitting directives, instructions, and assignments to LFRR Branch Admins
• Coordinate and attend weekly staff meetings, document, compile, and track meeting notes.
• Misc. tasks: Maintain supplies for Division Chief and submits required documentation for additional supply orders.

Qualifications:

Required: 

• Active US TOP SECRET security clearance required.
• 5+ years of experience in an administrative role within military/DoD
• Experience with advanced software packages, including SharePoint, Defense Travel Services (DTS), and the Automated Time, Attendance, and Production System (ATAAPS)
• Proficient in MS Office software applications (i.e., Word, Excel, PowerPoint, and Outlook: Mail, Calendar, and MS Teams) with the ability to independently use these applications to efficiently complete office administrative tasks.
• Strong working knowledge of office information technology (IT) equipment (e.g., copiers, scanners, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks.
• Detailed-oriented with excellent technical, verbal, and written communication skills.
• Strong professionalism and soft skills (i.e., Interpersonal/office etiquette)    Promotes a positive customer-oriented service experience for internal/external personnel, customers, and visitors.
• Possesses strong collaboration skills that foster office unity and cohesiveness in support of completing administrative requirements that impact several operational areas.
• Capable of independently handling a large, complex workload with excellent time management practice
• Strong analytical skills to ant