LocationSpringfield, VA, Springfield, Virginia, United States
Work modeon-site
Typefull-time
DepartmentVERTEX
Company size51+ people
First seen1w ago
Last seen1d ago
Office Management/Staff Officer – Skill Level 3
Requirements
Clearance Required: TS/SCI
Location: Springfield, VA - 100% onsite
Duties Include:
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Assist in coordination and planning of HDS activities and major conferences, including but not limited to Quarterly meetings, Board meetings, Competitive Panels, monthly and weekly meetings.
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Coordinate with the HDS Communications Program Office and HDS staff to develop communications (e.g., programs, poster, publications, and Splash page announcements).
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Coordinate logistics of event and travel management.
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Effectively manage and respond to internal HDS tasking procedures to ensure effective and efficient coordination and administration of Agency correspondence.
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Process, coordinate, and monitor HDS staff requests for training, presentations, and consultations.
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Maintain a calendar of HDS activities (e.g., presentations, training, and meetings) and ensure that activities are appropriately posted on the HDS shared calendar.
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Respond to routine program inquiries and questions, providing an explanation of processes and policies, track incoming calls, and referral questions to HDS subject matter experts.
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Assist staff in preparing program related reports and briefings.
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Perform limited fact-finding such as researching office files and records or standard library or office references to obtain information on a program related topic.
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Develop and maintain administrative policies, procedures, and standards to support the objectives.
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Participate in meetings and draft meeting summaries/minutes.
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Arrange conferences, meetings, and training sessions by contacting agency points of contact and participants, explain meeting purpose, arrange VTCs, meeting rooms / space / facilities and other logistics.
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Enter and track data in PeopleSoft.
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Respond to customer inquiries, process time and attendance, prepare general correspondence, file maintenance, assisting the staff with travel arrangements, and processing personnel actions.
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Understand and monitor tasking processes and procedures for routine correspondence, and accountability.
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Promote knowledge sharing via proper submitting, reviewing, and releasing of HDS information.
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Provide support to the Career Service Manager and staff by preparing, submitting, and delivering decision memos, read-aheads, reports and other information to support meetings.
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Problem resolution regarding NCERTS and administrative process and tracking of documentation.
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Provide editorial services for grammar, format, content, and style consistent with applicable NGA style manuals and intended audience.
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Respond to and provide basic information related to assignments, promotions, and career development processes into clear, readable documents for non-technical personnel.
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Capture and prepare board and panel meeting notes/summaries.
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May provide other administrative duties listed to include but not limited to, scheduling and coordinating meetings, calendars, and events; gathering, inputting, and retrieving electronic data; maintaining files and folders; researching and analyzing information and data to prepare reports, presentations, and papers; prepares routine correspondence in accordance with NGA standards; maintaining office supplies, initiating equipment trouble tickets or replacement, and coordinating office moves.
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Customer-specified daily work hours are anticipated to be 0730 - 1630 but may change based on office administrative support requirements, as dictated by the mission.
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Provide research, analysis and making recommendations on administrative, management and procedural practices.
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Write logical, comprehensive, concise reports, staff summaries, and correspondence
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Apply a broad range of expertise to lead projects and programs, implement change management initiatives, and recommend process improvements.
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Direct staff tasks, oversee staff coordination, and ensure efficient and prompt staff actions
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Manage office actions, coordination, and records management to meet compliance requirements.
Required Skills:
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At least 12 months demonstrated experience managing and maintaining records in compliance with National Archives and Records Administration (NARA) requirements.
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At least 12 months demonstrated experience writing staff summaries and reports
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At least 12 months demonstrated experience creating and refining briefings of complex topics using PowerPoint
Desired Skills:
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At least 24 months demonstrated experience working within the Intelligence Community