Admin Assistant III - TS/SCI w/Poly

Type of Requisition:

Regular

Clearance Level Must Currently Possess:

Top Secret SCI + Polygraph

Clearance Level Must Be Able to Obtain:

Top Secret SCI + Polygraph

Suitability:

Public Trust/Other Required:

None

Job Family:

SCA

Job Qualifications:

Skills:

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

Certifications:

Experience:

3 + 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 Administrative Assistant III (AA III) and make an impact on our customer. While you help us advance the mission, we’ll help advance your career.

 

HOW AN ADMINISTRATIVE ASSISTANT III WILL MAKE AN IMPACT:

• This requirement is for our processing teams which also reviews all applicant files and enter data in records, working on a team of 8 ou our Program Officer Team

• The AA must be a self-starter with the ability to work independently as well as part of a team to achieve division goals

• The AA initiates the process for applicants to include scheduling multiple appointments, interviews, and visits

• The AA will provide support to their assigned applicants and will also provide back-up support to applicants of other AAs when they are out of the office or ueed additional assistance

• Verbal and written communication skills are critical as the team member will have frequent interaction with several business partners and applicants

• As a representative of the sponsor organization, professionalism and discretion is required at all times

• The ability to adapt to change and process requirements are needed in order to meet organizational goals and while technology is being updated constantly

• In addition, the AA communicates daily with various internal customers to include recruiters, case managers, HR officers, and hiring components at all working levels regarding applicant processing and onboarding

• The AA must excel with Outlook, the expectation is that the AA will know how to use all functions (i.e., send emails, recall emails, use out of office, set up meetings in the calendar function, set task reminders if needed)

• Must have the capability of to learn new tools and applications that are applicable to the position and the competency to troubleshoot if necessary

• Training will be provided for all new team members

• On average, within 2-3 months the AA should be comfortable with our applications

• Once the AA demonstrates competency and expertise, it is expected that the AA will train new team members coming onboard

• All team members are required to take any mandated sponsor organization training

• Vault access will be granted in order to open or close the vault when necessary

• Will need to complete all mandatory organization training in order to gain access to perform job duties

• Will be given and will need to give specific training for their daily work duties to new officers in the same position

• The AA will initiate calls to applicants to retrieve information for applications

• The AA will answer the phones and be able to resolve any applicant questions or concerns

• Ensure that an applicant file is complete once a COE has been accepted and moves forward in the process

• Must be able to answer applicant questions, troubleshoot, and make follow up calls while reviewing files throughout the day

• The applicant files are divided equally among the six team members

• On average, each team member will receive 10-15 files a week and it is expected that the files will be reviewed within 7 business days of being received

• This team ensures the files are reviewed quickly, accurately, and do not sit for extended periods of time without reasons

• The selected candidate will be cross-trained with other customer functions and must have the ability to adapt to change is necessary

• Ability to professionally answer calls, email, update notes in databases

• Ability to accurately update the Recruitment Center tracking database with accurate and timely milestones

• Must possess strong communication skills and ability to interact with all levels of personnel

• We are all located in the same office in the WMA

• <