Executive Assistant (8637)

Patricio Enterprises Career•Stafford, VA

About The Position

Patricio Enterprises is looking to fill an Executive Assistant (Administrative Support III) position in support of the Marine Corps Systems Command Program Manager, Tactical Communications and Electromagnetic Warfare Systems (TCE). Primary duties will include (but not limited to) : Provides enterprise-wide administrative support to PM TCE. Assists personnel with completion of administrative requirements for official travel, to include reviewing Defense Travel System (DTS) authorizations and vouchers submitted by Government travelers; ensures DTS document compliance (or the applicability of any deviations from compliance) with the current version of the JTR, and then forwards the documented authorizations and vouchers for the next level of review. Coordinates with the PMO Organizational Defense Travel Administrator (ODTA) on required annual travel trainings and required training documentation for all Government personnel within their responsible teams to ensure personnel receive the travel training and their records are properly documented; works with the ODTA to troubleshoot administrative issues relevant to processing travel documents. Compiles, routes, disseminates, and files staff action packages in accordance with SECNAVINST M5216.5, all applicable Command policies, and PM TCE procedures. Transmits via the Defense Information System for Security (DISS) security clearance information and process visit requests for Government personnel attending classified meetings. Takes daily roll call in accordance with PM TCE procedures and reports the status of the workforce (e.g., present, absent, temporary additional duty) via Marine-On-Line. Schedules meetings and manages calendars for the TCE PM, and Deputy PM, using Microsoft Outlook and/or Teams. Provides any Government developed hard-copy read-ahead material to the TCE PM and Deputy PM 48 hours prior to scheduled meetings. Provides enterprise-wide support to coordinate meetings, including, for example, scheduling meetings and reserving meeting/conference rooms. Researches, prepares and submits to the MCSC Conference Manager, conference hosting and attendance packages IAW SECNAV Notice 5050 and MCSC policy, as necessary, for personnel within their respective teams; communicates with the attendee/host to obtain additional documents required to complete any package deficiencies and track the package through approval, before disseminating it to requestors; maintains final documentation IAW USMC and MCSC records management processes and procedures. Uses the VIPER Work Request Solution and Information Technology Requests to submit approved requests from MCSC personnel for facility and information technology support, coordinating for the PM TCE Operations Manager; monitors requests and provide updates to the requestor regarding the status of each request until its completion. Receives and delivers mail to the MCSC mail room courier(s) on days the MCSC mail room courier is scheduled to be at the PM TCE facility; delivers mail received from the MCSC courier to the TCE PMO addressee; unpacks, stores, inventories, and organizes office supplies.

Requirements

Familiar with the Joint Travel Regulations (JTR); Department of the Navy (DON) Correspondence Manual (SECNAV M-5216.5); MCO 5216.20B Headquarters Marine Corps (HQMC) Supplement to the DON Correspondence Manual; U.S. Government Printing Office (GPO) Style Manual; Marine Corps Records Management 5210.11F, and the MCSC Acquisition Guide (MAG).
Proficient in the use of Microsoft SharePoint and the Microsoft Office Suite.
Bachelor’s degree with three (3) to ten (10) years experience or 15 years experience in lieu of degree.
Experience working with DTS.

Responsibilities

Provides enterprise-wide administrative support to PM TCE.
Assists personnel with completion of administrative requirements for official travel, to include reviewing Defense Travel System (DTS) authorizations and vouchers submitted by Government travelers; ensures DTS document compliance (or the applicability of any deviations from compliance) with the current version of the JTR, and then forwards the documented authorizations and vouchers for the next level of review.
Coordinates with the PMO Organizational Defense Travel Administrator (ODTA) on required annual travel trainings and required training documentation for all Government personnel within their responsible teams to ensure personnel receive the travel training and their records are properly documented; works with the ODTA to troubleshoot administrative issues relevant to processing travel documents.
Compiles, routes, disseminates, and files staff action packages in accordance with SECNAVINST M5216.5, all applicable Command policies, and PM TCE procedures.
Transmits via the Defense Information System for Security (DISS) security clearance information and process visit requests for Government personnel attending classified meetings.
Takes daily roll call in accordance with PM TCE procedures and reports the status of the workforce (e.g., present, absent, temporary additional duty) via Marine-On-Line.
Schedules meetings and manages calendars for the TCE PM, and Deputy PM, using Microsoft Outlook and/or Teams.
Provides any Government developed hard-copy read-ahead material to the TCE PM and Deputy PM 48 hours prior to scheduled meetings.
Provides enterprise-wide support to coordinate meetings, including, for example, scheduling meetings and reserving meeting/conference rooms.
Researches, prepares and submits to the MCSC Conference Manager, conference hosting and attendance packages IAW SECNAV Notice 5050 and MCSC policy, as necessary, for personnel within their respective teams; communicates with the attendee/host to obtain additional documents required to complete any package deficiencies and track the package through approval, before disseminating it to requestors; maintains final documentation IAW USMC and MCSC records management processes and procedures.
Uses the VIPER Work Request Solution and Information Technology Requests to submit approved requests from MCSC personnel for facility and information technology support, coordinating for the PM TCE Operations Manager; monitors requests and provide updates to the requestor regarding the status of each request until its completion.
Receives and delivers mail to the MCSC mail room courier(s) on days the MCSC mail room courier is scheduled to be at the PM TCE facility; delivers mail received from the MCSC courier to the TCE PMO addressee; unpacks, stores, inventories, and organizes office supplies.