Administrative Assistant

SAIC•Arlington, VA

17d•Onsite

About The Position

SAIC is seeking an Administrative Assistant to provide full-time support on-site, working as part of a contract team with the DoW Office of the General Counsel (OGC). This position is full-time and on-site at the Pentagon. The duties and responsibilities of this role involve coordinating closely with OGC offices, Directors, and Associate General Counsels, as well as the Chief FOID and other Government and contract personnel. The role requires communicating with OGC clients regarding their packages, taskers, cases, and other related matters. Editing and incorporating edits from attorneys onto working legal files using Office 365, Microsoft Word, Windows 11, and various databases, including SharePoint, is a key function. Opening and closing actions using the OGC suspense tracking system (STS) data file system and the OSD CATMS system, along with performing search and data entry in these systems, are also part of the duties. The position involves performing both general office duties and advanced administrative support activities that require independent judgment and a thorough knowledge of policies and procedures. Office management support includes answering phones, maintaining calendars, escorting non-cleared visitors, maintaining files (hard and electronic), records management, preparing correspondence, making copies, scanning documents, producing files, assisting in scheduling monthly reports, providing clerical work, forms management, equipment accountability, and maintaining basic office functions. Coordination of packages within OGC, and with other OSD offices, the Joint Staff, DoD components and agencies, and other U.S. Government departments and agencies is expected. Receiving and examining incoming requests, reports, and correspondence, and reviewing outgoing correspondence for signature or clearance for format, typographical accuracy, conformance with procedures/instructions, and consistency with other material are also responsibilities. Attending OGC, FOID, and/or local DOJ training and other relevant training, as needed, is required. The role includes preparing travel arrangements for the Deputy General Counsel and other federal staff, utilizing the Defense Travel System (DTS) and assisting with overall DTS administration, including acquiring and updating personnel data for traveler profiles, maintaining updates to DTS, preparing authorizations, receiving and reviewing authorizations and vouchers, uploading traveler’s manually prepared and signed vouchers and all receipts into the system for approval, screening and/or verifying all receipts, ensuring requests for payment are complete, accurate, and conform to all applicable regulations, reporting problems to the Travel Assistance Center, and following up on fixes. Remaining current on all DTS changes and assisting in travel arrangements for offices, including execution under the parameters of the DoD travel regulations, are also key duties. Tracking leave, travel, and other absences of office personnel, arranging Government staff entrance into various meeting locations, assisting in securing parking, escorting clients and visitors to the office for meetings with senior leadership, performing appropriate open and close procedures of secure workspaces and areas, hand-carrying legal actions to other coordinating offices, being responsible for the distribution of incoming and outgoing official mail, preparing daily leadership books for the Deputy General Counsel, addressing and managing office workflow tasks (tracking, organizing, and archiving) and knowledge management activities for Government attorneys and contractor staff, including managing office logistics and supply, developing and maintaining office standard operating procedures and personnel administrative support, maintaining files and records, performing office administrative duties to include copying and distribution, data input, and database management, tracking and coordinating all taskers within the office to ensure deadlines are met, and managing calendars and organizing office-level meetings, entrance into various locations, parking, materials, and equipment are all part of this role.

Requirements

Two years (2) of experience relevant to general office duties to include maintaining records, preparing correspondence and arranging travel.
Accomplish tasks utilizing strong organizational and administrative skills.
An ability to read, interpret, and understand legal documents and research legal sources.
Communicating clearly to attorneys.
Understanding of DoD, Joint Staff, and the Military Departments standards of practice.
Leverage established relationships with other DoD components and agencies.
Flexible team player and capable of interacting at all levels within the customer space as well as other parts of the defense community.
Motivated, self-starter with the ability to accomplish tasks under pressure with limited supervision.
Strong ability to multi-task, flexibility to accommodate time-sensitive and mission-critical work.

Nice To Haves

Bachelor’s Degree.
Previous government, law office, corporate general counsel office, or JAG office experience.
DoD experience.
Working knowledge of the Defense Travel System (DTS)
Familiarity with knowledge management tools including SharePoint, Access databases, etc.

Responsibilities

Coordinate closely with OGC offices, Directors, and Associate General Counsels for those offices and Chief FOID and other Government and contract personnel staffing these offices.
Communicate with OGC clients regarding the staffing of their packages, taskers, cases, and other related matters.
Edit and incorporate edits from attorneys onto working legal files using Office 365, Microsoft Word, Windows 11, and various databases, including SharePoint.
Opening and closing actions using the OGC suspense tracking system (STS) data file system and the OSD CATMS system.
Support efforts by performing search and data entry in the systems.
Perform both general office duties and advanced administrative support activities that require independent judgment and a thorough knowledge of policies and procedures.
Provide office management support that includes but is not limited to: Answer phones, maintain calendars, escort non-cleared visitors in the office, maintain files (hard and electronic), records management efforts, prepare correspondence, make copies, scan documents, produce files, assist in scheduling monthly reports, provide clerical work, forms management, equipment accountability, and maintain basic office functions.
Coordinate packages within OGC, and with other OSD offices, the Joint Staff, DoD components and agencies, and other U.S. Government departments and agencies.
Receive and examine incoming requests, reports, and correspondence.
Review outgoing correspondence for signature or clearance for format, typographical accuracy, conformance with procedures/instructions, and consistency with other material cleared or in preparation.
Attend OGC, FOID, and/or local DOJ training and other relevant training, as needed.
Prepare travel arrangements for the Deputy General Counsel and other federal staff.
Utilize the Defense Travel System (DTS) and assist with overall DTS administration for the organization, including but not limited to: Acquire and update personnel data that will be used to establish traveler profiles in DTS. Maintain updates to DTS hen changes occur due to personnel actions within the organization. Prepare authorizations. Receive and review authorizations and vouchers in the system. Upload traveler’s manually prepared and signed vouchers and all receipts into the system for approval by the Authorizing Official. Screen and/or verify all receipts and ensure requests for payment are complete, accurate, and conform to all applicable. Report problems to the Travel Assistance Center and follow up on fixes. Remain current on all DTS changes.
Assist in travel arrangements for offices, to include execution under the parameters of the DoD travel regulations.
Track leave, travel, and other absences of office personnel.
Arrange Government staff entrance into various meeting locations and assist in securing parking.
Escort clients and visitors to the office for meetings with senior leadership.
Perform appropriate open and close procedures of secure workspaces and areas.
Hand-carry legal actions to other coordinating offices.
Be responsible for the distribution of incoming and outgoing official mail.
Prepare daily leadership books for the Deputy General Counsel.
Address and manage office workflow tasks (tracking, organizing, and archiving) and knowledge management activities for Government attorneys and contractor staff, including but not limited to, managing office logistics and supply, developing, and maintaining office standard operating procedures and personnel administrative support.
Maintain files and records and perform office administrative duties to include copying and distribution, data input, and database management.
Track and coordinate all taskers within the office to ensure deadlines are met.
Manage calendars and organize office-level meetings, entrance into various locations, parking, materials, and equipment.