Administrative Specialist - Fairfax, United States - Inalab Consulting Inc

Inalab Consulting Inc

Verified Company

Fairfax, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Title:
Administrative Management Support

Location:
Ft Belvoir, VA (HYBRID - 1 day a week on site)

Clearance Required:
Clearable (Public Trust)

About the Opportunity

Inalab has an immediate opening for an Administrative Specialist to support the PEO EIS organization on our contract providing Functional Area Professional Services to the Program Executive Office Enterprise Information Systems (PEO EIS).

As the Administrative Specialist for assigned headquarters personnel or Program Management office, you will be responsible for overseeing services to provide day-to-day administrative support as detailed in the Essential Responsibilities section.

Essential Responsibilities:

Examples of duties may include but are not limited to the following:

Manage action items in applicable tools to track action item due dates, send out notifications before action items are due, and ensure due dates are met.
Collect, organize, file, and retrieve all documentation including reports, correspondence, messages, meeting minutes, memos, and all other incidental documentation associated with official business file in accordance with local procedures.
Maintain up to date, accurate PEO EIS and associated PMO appointments, events, office, and conference, and conference room calendars as required. The calendar shall show all events, major program and project due dates, and other significant activities as directed.
Serve as the single point of contact (POC) within his/her respective mission area, authorized to schedule and reserve assigned conference rooms in accordance with local protocol and procedures.
Gather inputs for PEO EIS and associated PMO administrative data calls, drafting responses, and revising data call responses to be reviewed by PEO/Deputy PEO (DPEO) and Program Office PMs/Deputy PMs. These data calls typically include requests for information related to the administrative operation of PEO EIS, the PMOs and related requests for information related to metrics, compliance with standards and/or personnel standards reporting related to administration of PEO EIS and the PMOs.
Prepare and maintain organization metrics (e.g. balanced scorecard) in the form or format as assigned by the requestor and be available for ad hoc data calls within the timeframe assigned by the customer.
Perform advanced clerical duties to assist with the proper management of the PEO EIS. These duties include use of the advanced features in the provided software to perform data and statistical analysis of information and the ability to transform this information into spreadsheets, graphs, pivot charts, and other output within the time constraints specified by the requestor.
Take meeting minutes as assigned by the meeting planner. The meeting minutes shall be typed in the proper format and timely distributed to appropriate personnel as designated by the requiring official. This support shall include coordination of the meetings, drafting agendas, setup and operation of Video Teleconferencing (VTC) equipment and other audiovisual equipment, taking minutes, and finalizing and distributing those minutes as directed within the schedule established by the requestor.
Coordinate meetings, notify participants, provide agendas and directions, and arrange for appropriate equipment/services.
Receive, open, review, and route PEO EIS and PMO mail, and prepare outgoing correspondences and documents for mailing including proper addressing and postage. Mail shall be identified as either action or nonaction as appropriate and routed to the appropriate individual.
Maintain PEO EIS and associated PMOs correspondence and records in accordance with the Department of Army (DA) Manual Records Management Program and local directives. Files and records shall be reviewed and purged of obsolete documents in accordance with the DA and local directives. When necessary, prepare required destruction certificates and deliver the documents to the authorized destruction contractor, or destroy and certify destruction as necessary.
Establish, implement, manage, and maintain action tracker tools (e.g. Issue Action Tracker, and Portal Tasks) to support PMO program requirements and PEO EIS efforts.

This task includes but is not limited to:
issue entry, issue tracking, issue resolution, and issue reporting.

Develop and implement Management Internal Control Program (MICP) requirements for PEO EIS and associated PMOs in accordance with Department of Defense Instruction (DoDI
Support the scheduling and coordination of official PEO EIS travel plans in accordance with the Defense Travel System (DTS) directives including arranging transportation, lodging, and rental car reservations as requested and within the assigned timeframe required by the requestor. Travel arrangements shall be accurate and conform to the current Joint Travel Regulation (JTR). When finalized, furnish both a paper and electronic travel itinerary to the requestor f