Administrative Specialist, Senior
About The Position
Diaconia is seeking a full-time Administrative Specialist, Senior to support directorates, divisions, and program operations. The role coordinates with lateral organizations and external agencies—including base facilities, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, and building managers—to facilitate uninterrupted day-to-day operations. The candidate must have at least three years of executive administrative support experience in DoD or industry. The position provides broad administrative and program support, including executive scheduling, meeting coordination, documentation and briefing preparation, records management, travel processing, time and attendance data verification, suspense tracking, and support for management and program activities. Work may involve technical and non-technical materials in classified and unclassified formats. The position requires a high school diploma or GED, ten years of administrative work experience, five years of DoD experience, working knowledge of desktop applications, and a Secret or Top Secret clearance. U.S. citizenship is required.
Requirements
- High school diploma or GED.
- Ten years of experience as an administrative worker.
- Five years of DoD experience.
- At least three years of executive administrative support experience in DoD or industry.
- Working knowledge of desktop applications, including word processing, spreadsheet, and database applications.
- Secret or Top Secret clearance.
- U.S. citizenship.
- Must meet eligibility requirements for access to classified information and be subject to a government security investigation.
Nice To Haves
- Experience using the Defense Travel System (DTS).
- Experience using the Automated Time Attendance and Production System (ATAAPS).
- Experience using the Defense Civilian Pay System (DCPS).
- Experience using Functional Area Records Management (FARM).
- Experience using the Air Force Records Information Management System (AFRIMS).
- Experience using Senior Officer Communication and Coordination Electronic Resource (SOCCER).
Responsibilities
- Process non-disclosure agreements for directorate personnel before access to competition-sensitive or proprietary information.
- Assist with planning and organizing directorate day-to-day business, including executive calendars and meeting schedules.
- Coordinate with functional managers, outside agencies, contractor personnel, and program office customers on technical materials, management presentations, meeting minutes and agendas, briefings, program information, acquisition planning, executive documentation, milestone planning, staff coordination, decision documentation, and document reviews.
- Develop, maintain, and modify directorate, division, and program schedules and calendars.
- Assist with planning, editing, developing, publishing, and storing program documentation, plans, directives, reports, briefings, and presentations in requested media and formats.
- Organize and facilitate program briefings, including gathering information and reviewing reports and charts.
- Plan and coordinate meetings, including VTCs, room setup, seating, name placards, and securing conference rooms afterward.
- Support internal and external briefings and reports by producing visual aids, filing and retrieving graphics materials, preparing hard-copy materials, and assisting during briefings when requested.
- Assist with maintaining U.S. Government operating instructions and developing and maintaining self-inspection checklists.
- Maintain official file plans using AFRIMS or other appropriate information management systems; assist in establishing and maintaining master files and program data files.
- Use knowledge of AFRIMS and the ERM structure to search active and inactive, physical and electronic, final and draft records.
- Assist with CONUS and OCONUS travel arrangements and travel vouchers.
- Verify data inputs for ATAAPS, DCPS, CSR, in/out-processing, DTS, and FARM.
- Assist with the suspense tracking system.
- Assist in developing program documentation, including aircraft availability plans, program management plans, modification management plans, and other plans, strategies, schedules, and agreements.
- Collect, prepare, and display materials for staff meetings.
- Provide administrative support for management, financial, contracting, configuration, engineering, system integration, and logistics management activities.
- Provide administrative assistance to the Management Operations Division and its personnel.
- Assist in managing and tracking civilian and military decoration programs within the directorate or division.
- Assist with tracking training budget information for the training GPC holder.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
