Executive Administrative and Management Specialist

Goldbelt, Inc.•Dunn Loring, VA

3d•Onsite

About The Position

Goldbelt C6 protects the safety and health of the country by supporting civilian public health and defense medical marketspace. C6 offers research and development, engineering, and logistics services that enhance and enlarge customers' operations. C6's expertise is focused on integrating C6ISR and scientific, engineering, and technical support for various government partners. The experts at C6 are research and data-driven and ready to create custom solutions. Summary: The Executive Administrative and Management Specialist supports the ATA program in an administrative capacity. He/she primarily provides administrative support to the ATA Deputy Assistant Director (DAD), and the Acquisitions Management Team by maintaining schedules, coordinating with other entities outside of ATA, writing and tracking documents, maintaining front office suspense documents and files, and arranging other executive level activities. Duties encompassing, but not limited to the following, updating and maintaining appointment calendars, appointments, and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, time and attendance, in/out-processing of employees, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining data bases, conducts work simplifications and measurement studies, and prepares operational guides to assist the office in operating more efficiently and effectively.

Requirements

Must be tactful, highly organized, and have excellent oral and written communication skills
Ability to handle multiple tasks simultaneously
Proficiency in the use of MS Office 2000 or MS Office Suites software (Word, PowerPoint, Excel) and basic desktop publishing
Knowledge of office policies, practices and procedures
Ability to work independently.
Knowledge of the Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations (DOSAR), and other Department procurement regulations, policies, and procedures
Maintains professional competence and specialized knowledge base by keeping abreast of emerging themes and best practices
Knowledge of and skill in applying analytics and evaluation techniques to plan, schedule and conduct studies and analyses of management functions or programs
Knowledge of substantive programs, goals, pertinent laws, and policies to analyze and assemble information; and knowledge of management and organizational techniques, systems and procedures to perform analytical studies
Bachelor’s degree or equivalent experience (five years of equivalent experience performing executive administrative support may be substituted for education)
Minimum 5 years of relevant experience
Experience working with databases
MUST be US citizen and possess or be able to obtain a SECRET clearance

Nice To Haves

Experience in decentralized training programs is desirable

Responsibilities

Maintain the ATA DAD’s and Acquisitions Management Team schedules and office events
Prepare and/or edit organizational charts
Prepare cables, memoranda, letters, briefing papers, etc.; draft routine correspondence; proofread documents received from other offices for the DAD’s signature; organize and prioritize documents directed to office
Track deadlines and assigned, official taskers
Monitor ATA administrative requirements and coordinate administrative matters with other Department of State offices
Arrange official travel and assist in the preparation of travel vouchers for the ATA DAD and other direct hire, front office staff (FS, GS, and PSC)
Monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel
Receive visitors
Screen and facilitate telephone inquiries
Order office supplies and equipment
Coordinate building and office equipment support requirements
Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed
Oversee time and attendance records for direct hire government employees using WebTATEL software; assist other Administrative Assistants as necessary including training, system access, and back-up coverage
Manage and maintain the office filing system, databases, executive correspondence, and policy papers, working to incorporate digital records as permitted
Responsible for receipt and distribution of office mail and preparation of interoffice and external mail to include US domestic/foreign mail FedEx, UPS, etc.
Support CORs in tracking and maintaining contract files and folders.
Review and track Third-Party Contractor’s (TPC’s) telework agreements
Track and report TPC badging request, telework agreements, training requirements, etc.
Perform word processing, database, and spreadsheet activities and operate office equipment (PCs, faxes, phones, copying machines, scanners, etc.)
Oversee in- and out-processing procedures for ATA new hire and terminated employees to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs, and access control programming
Coordinate building and facilities maintenance with DS/EX, GSA Property Management, Redwood Property Management, vendors and outside contractors
Maintain working group notes and assist chairs with scheduling
Coordinate the weekly activity reports (WAR)
Generate documentation and submit registration for ATA staff training
Other administrative duties as directed by the ATA DAD
Serves as back-up for other Administrative Assistants throughout the Training Directorate.
Maintain the TMD Division Chief’s schedule
Track deadlines and assigned, TMD division taskers
As assigned, attend meetings, and capture and distribute minutes
Draft cables utilizing templates and the Government's cabling system (SMART)
Performs other related duties as assigned