- Maintain suspense systems and track status to ensure completion of actions; assist with developing and initiating administrative methods and procedures concerning high interest items, flow of information, and processing of action packages
- Oversee and maintain office calendars; assist other administrators in making appointments and arranging meetings; research and resolve administrative issues and complaints; and follow-up to ensure complete and quality resolutions
- Assist with planning and implementing visits, conferences, and other events involving distinguished visitors, guests, or large groups; making necessary travel arrangements, processing badging/visitor access requests, ensuring the Protocol Office is informed, and working items required to host distinguished visitors
- Assist with making travel arrangements for supported personnel utilizing the Defense Travel System and assist with travel voucher problems
- Compile data and use appropriate software to create, edit, copy, store, retrieve, and print correspondence, forms, memos, and briefs; use database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports and data calls; use graphic software to provide graphs and charts for reports and presentations; collect, collate, and present metrics utilizing appropriate software application; and perform quality assurance check for all products to ensure accuracy and compliance with standards and applicable directives
- Provide administrative support personnel capable of using multiple office automation software applications to produce a wide range of documents that often require complex formats, such as graphics or tables within text; creating, editing, and formatting electronic drafts; updating or revising existing databases with spreadsheets; and developing and maintaining pages on the COG site ensuring accurate and up-to-date information on this authoritative source
- Establish, update, maintain, and manage supported competency/department files and records in accordance with Records Management directives and policies
- Be responsible for the receipt, control, safekeeping, and other necessary actions to account for incoming and outgoing correspondence, files, mail, and packages.
- Execute the CICO process utilizing the ITSM for personnel onboarding or moves; prepare documentation to initiate requests for additional resources including furniture and supplies; utilize the Enterprise Management System to request computer and telecom assets; and assist supervisors with checking out personnel departing the command
- Prepare, staff, and track personnel packages from beginning through completion; meet with Human Resources staff as designed (weekly, bi-weekly or monthly) to obtain status of package and provide clarifying or additional information; and maintain a hiring action tracker to keep hiring officials informed of status
- Execute timekeeping duties utilizing Navy ERP to assist with entering time for supported personnel when required; verifying time entries made in Navy ERP match supervisor approved leave, telework, comp/credit hours, or overtime requests; and forward supervisor approval emails utilizing correct naming convention to the designated functional Inbox maintained by Records Management
- Process conference attendance requests to ensure compliance with NIWC Atlantic policy and assist with Department of Navy approval process; track actions utilizing TV5 and DON Tracker or any subsequent technologies as they emerge, by assigning, monitoring, and closing out action items; and provide direct administrative support to the Executive Office as needed
- Provide additional administrative support as needed.
- Associate's Degree in Business or Computer Science and Four (4) years of experience, to include: word processing, brief preparation, read milestone schedules, and send and receive emails.
- High School Diploma or GED and Eight (8) years of experience to include: word processing, spreadsheet development, documenting management issues, financial analysis, data collection, report processing, brief preparation, read milestone schedules, and send and receive emails.
- Must be self-motivated with excellent verbal and written communication skills
- Must be a self-starter, detail oriented, able to support multiple projects, possess excellent verbal and written communication skills, works well with a team, interacts with multiple levels of management, and is able to manage customer and contractor relationships
- Skill in operating a personal computer and standard office equipment
- Proficient in Microsoft Office (MS Excel, Word,)
- Favorable Determination eligibility
- Must be able to obtain and maintain an active DoD Secret (or Interim) security clearance or higher
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Administrative Assistant - Chesapeake, United States - BCF Solutions
Description
Administrative Assistant
LOCATION: NIWC Atlantic, St. Julien's Creek, VA
SUMMARY: The Administrative Assistant will perform a full range of administrative, clerical, and office support duties to include but not limited to: Providing direct administrative support; planning, scheduling, developing agendas/briefs, and participating in onsite/offsite meetings, events, and conferences; balancing administrative workload; and providing advice and guidance on subjects related to administrative and information management.
Note: This position falls under the Service Contract Act (SCA).
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Perform other duties as assigned
EDUCATION AND EXPERIENCE:
The contractor shall meet the following performance metrics:
(a) Correspondence is prepared and routed by required due date without grammatical errors.
(b) Contractor shall take immediate action on prescribed task, which shall be accurate and free of errors, and be completed within prescribed timeframes. If at any time an issue arises that would prevent the prescribe timeframe due dates from being met the contractor shall immediately notify the Government.
(c) Duties must be performed in accordance with applicable Department of Defense, Navy, NAVWAR HQ, or NIWC Atlantic directives, policies, and standards governing the work assignment.
BCF Solutions, Inc. is an Equal Opportunity Employer and participates in the E-Verify Employment Verification Program. EOE AA Minorities, Females, Protected Veterans, and Individual with Disabilities. BCF also maintains a drug-free workplace.
