Job Title

Sr Administrative Associate

Functional Title

Sr. Administrative Assistant

Contract position State Location

Chantilly - VA - Chantilly, VA US (Primary)

Education

High School Level Degree

Job Type

Full-time

Job Description

Administrative Assistant

The Administrative Assistant (Senior Level) positions for BPO/ODIR/MS shall support BPO/ODIR to provide evening coverage until 1700 to the BPO/OD IR staff in the absence of the Executive Assistant, assuming the duties of the BPO/OD[R position. At all other times, the Administrative Assistants (Senior Level and Intermediate Level) for BPO/ODIR/MS shall provide support to the BPO/ODIR/MS staff with direct administrative support services. The duties will include providing executive office support to include editing and coordinating communications, tracking & processing various awards, archiving, SharePoint administration, and attending meetings to record and disseminate minutes.

Shall provide support to BPO/FIN/TSC. The duties will include providing office support and Front Desk coverage handling NRO traveler correspondence and walk-in questions.

Shall provide support to their respective BPO offices. The duties will include providing administrative office support to include calendar management, editing and coordinating correspondence, tracking actions, and attending meetings to record and disseminate minutes.

Shall provide front office support to the Principal Deputy Director/OHR, Deputy Director/OHR, and Chief of Staff to include calendar management, editing and coordinating correspondence, and back up support for TIER actions.

Tasks:

Draft and/or provide critical/final review of correspondence
Draft, proofread, edit, and coordinate documents such as instructions, spreadsheets, presentations and reports
Build briefing packages and present information
Analyze metrics and provide summary to senior management
Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates
Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning.
At a minimum, provide BPO/ODIR coverage during core business hours from 0800 to 1700
Maintain a schedule of appointments for a manager or office
Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites
Coordinate with DNI/USD(I), internal NRO Directorates/Offices, and others to schedule meetings with principals
Coordinate visitor requests, parking, and catering requests with NRO/ODIR,
Protocol, Security, and other impacted offices
Maintain/create and distribute contact cards for BPO leadership
Greet and escort visitors
Retrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documents
Arrange for the delivery of outgoing mail/packages with the mailroom
Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office
Perform research and retrieve information from databases and other resources
Attend meetings, events, and forums as requested by BPO leadership
Manage TIER actions; assign to the appropriate divisions or branches, follow-up and provide status reports, coordinate responses in a non-conflicted manner for senior management review, and participate at NRO-wide TIER meetings.
Administer the BPO online data repository tool, developing, editing and managing SharePoint websites
Coordinate training requirements and related events for BPO offices SharePoint POCs
Coordinate and process Freedom of information Act (FOIA) requests and the publication review process on behalf of BPO
Recommend innovative processes to improve the efficiency and effectiveness of the office
Compose written communication in response to complex customer queries
Prepare routine status reports and track office-related metrics
Manage routine website content updates and coordinate more complex website changes with webmaster
Coordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sites
Attend meetings, events, and forums
Assist in maintaining inventories, records, and receipts
Coordinate office renovations and relocation activities
Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetings
Maintain an efficient office environment to include assisting in the ordering of supplies/equipment, arranging for office equipment repairs, coordinating office renovations, and participating in event planning
Support business process records management disposition (hard copy records and electronic copy records) and preservation activities for the BPO enterprise
Develop and facilitate training sessions to ensure uniform implementation of NRO Directives and Instructions related to records management
Archive/retrieve classified documents/media in the Information Management Operations Applications database in conformance with federal and NRO policy
Maintain and update the BPO Records Management Plan
Implement, maintain, and bi-annually audit the BPO Group file plan structures (hard copy records and electronic copy records)

Job Requirements

Required

Clearance: Active TS/SCI w/ CI Poly

Education: High School Diploma or GED equivalent

Relevant Experience: Seven years

Desired Skill Set

Demonstrated experience working independently, anticipating and adapting to
changing mission requirements and priorities, and managing multiple tasks with minimal guidance.
Demonstrated experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
Detail-oriented
Ability to communicate effectively and concisely using a variety of styles and
techniques appropriate to the audience
Ability to participate productively as a contributing member in a team environment
Strong interpersonal skills
Ability to be discreet and maintain confidentiality
Proficient in the use of Microsoft Office and standard computer applications
Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
Experience with protocol and precedence; NRO/IC/DoD structure, regulations, directives, and policies
Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance
Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, Philosophy and operating principles

We hire Military!

Please see standard Work, Physical and Mental Requirements for all Quantech roles.

Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role mostly sitting; however, some filing may be required. This would require the ability to move files, or boxes with file data, open filing cabinets and bend or stand as necessary, ability to lift up to 40lbs.

Mental Demands: Reading; communicate effectively (verbal and written); maintain emotional control and professionalism.

Security clearance required

TSSCI CI Poly

Travel

0 - 10%

Job ID

3620

Security Clearance

TS/SCI

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