Administrative Specialist - TS/SCI w/Polygraph

Type of Requisition:

Regular

Clearance Level Must Currently Possess:

Top Secret SCI + Polygraph

Clearance Level Must Be Able to Obtain:

Top Secret SCI + Polygraph

Public Trust/Other Required:

None

Job Family:

Highly Compensated Administrative Services

Job Qualifications:

Skills:

Calendar Management, Communication, Microsoft Office, Office Administration, Travel Planning

Certifications:

None

Experience:

4 + years of related experience

US Citizenship Required:

Yes

Job Description:

Discover a career that is challenging, impactful, and mission-critical. Join our team as an Admin Assistant IV and make an impact on our customer. While you help us advance the mission, we’ll help advance your career.

HOW AN ADMINISTRATIVE ASSISTANT IV WILL MAKE AN IMPACT:

• Working in a discreet environment handling sensitive and personal information daily

• Completing transactional duties with special attention to detail, being organized, and multi-tasking

• Interacting with our ongoing POC customers, team members/Leads, and employees via phone, Skype or email

• Handling and receiving incoming and outgoing correspondence

As an Administrative Assistant IV, your day-to-day responsibilities will include:

• The AA will primarily support the Director and Deputies with scheduling and fielding calls/requests

• The AA will manage actions and tasking's (Sponsor Action Tracker, email), serve as a Timekeeper, initiate and manage a check-in/check-out process, manage office supplies, etc

• They will be the first-person visitors will see when entering the vault, and will need to communicate effectively to determine how to assist

• The AA will be expected to act with discretion and autonomy in many matters

• No travel is anticipated

• The AA will need strong writing and editing skills, for example being able to independently generate and write some content for memos in the Agency system

• They will also be asked to orchestrate the MSA team providing training and guidance to the other MSA's across the office and help bring them together into a more cohesive MSA team, ensuring shared coverage

• The AA will need to work with the FO team to triage incoming communications traffic and help maintain a list of associated actions to be taken across the office

• Overall, the AA will be relied upon to help highlight tasks, organize deadlines and notify the team of the dates tracked across actions

• The level of autonomy for this position is high, the Director is seeking a resource who can make informed decisions when triaging incoming requests/data/emails/tasking's

• The AA will provide screening and gatekeeping of calendars and calls for the Director and two Deputy Directors

• S/he will prioritize meetings, actions, and emails that need an immediate response

• The AA will have the autonomy/authority to de-conflict and reschedule meetings as needed once they understand Director/ Deputy Director preference

• The AA will have access to the Director/ Deputy Director will manage up to 3 calendars

• The AA will also support Onboarding/Off boarding activities (including recall roster updates and Access requests), Action tracking/awareness, read/flag Sponsor Internal communications

• The AA will need to initiate and manage on-and off-boarding for the office

• The building is a OGA managed facility, so security and vault access are managed separately from Sponsor processes

• The AA will work with existing logistics personnel for access, but will be in charge of Access requests, Emergency Planning rosters, and phone trees

• AA will serve as Timekeeper for the office ( approximately 120 officers)

• The AA will compile and send responses to actions on behalf of the Office

• AA will serve as backup to the communications officer on editing and submitting weekly highlights

• The AA will schedule recurring and ad hoc meetings attended by leadership within and external to the office

• S/he will primarily schedule within the building but on occasion will need t