Office Management/Staff Officer

ECS Tech Inc•Town of Cortlandt, NY

17h•$95,000 - $114,000•Onsite

About The Position

The Office Management/Staff Officer role is responsible for the full spectrum of administrative, communication, and operational support within the organization. This role includes direct support to senior leadership by managing daily operations and schedules, deconflicting calendars, and arranging travel through government systems such as the Defense Travel System (DTS) and the Management and Execution Tracker (MET). Another key function is the rigorous management of all internal and external taskers through NGA’s NCERTS system to ensure timely coordination and completion. The role is central to office communications, involving the development, editing, and distribution of finished materials such as briefings, reports, meeting minutes, and strategic messaging. Office Management/Staff Officers manage records and information management, including SharePoint site administration, and coordinate all aspects of meeting and event planning, making the position integral to the office's efficient functioning. This role manages day-to-day activities so leadership can focus on strategic planning and execution.

Requirements

U.S. Citizenship
Active TS/SCI with ability to pass CI Poly
Bachelor’s Degree in a Business, Management, or related field. In lieu of a degree, 10+ years of directly applicable experience is required.
A minimum of 7+ years of relevant office management or administrative experience.
Strong problem-solving and decision-making capabilities, with a proven ability to weigh the relative costs and benefits of potential actions and identify the most appropriate solution.
Highly developed interpersonal and oral/written communication skills, with the ability to effectively and professionally interact with a diverse set of stakeholders (from peers to end-users to executive management).
Demonstrated interpersonal, organizational, and problem-solving skills.
Strong written and oral communication skills with the ability to synthesize information and prepare clear, concise materials.
High level of attention to detail and the ability to prioritize a dynamic workload with competing deadlines.
Experience interacting professionally with staff at all levels, including senior leaders and external partners.
Proven ability to work independently on assigned tasks and as part of a collaborative team.
Ability to analyze information and make recommendations to address the functional needs of the organization.
Extensive knowledge and demonstrated skill with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience using and administering SharePoint sites.
Demonstrated knowledge of office IT equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing administrative tasks.

Responsibilities

Perform a full range of administrative duties, including managing calendars, scheduling, and coordinating meetings, reserving conference rooms, setting up Video Teleconference (VTC) or online meeting connections, and anticipating and preparing materials needed for conferences, Town Halls, Offsites, appointments, and briefings.
Serve as a suspense coordinator for the office, using systems like N-CERTS to receive, track, coordinate, and respond to internal and external taskers.
Draft and edit routine correspondence, reports, and staff summaries to ensure they are accurate and adhere to agency standards.
Draft, review, and edit official correspondence, memoranda, weekly activity reports, briefings, and meeting minutes.
Prepare special or one-time reports and summaries by selecting and synthesizing relevant information from various sources.
Articulate and exchange information (i.e., requirements, actions, needs, status, etc.) in a professional tone and attitude to achieve efficient business rhythms.
Coordinate and support office staff meetings, governance forums, and other events. This includes preparing agendas, distributing read-ahead materials, preparing and distributing meeting minutes, and tracking action items to closure.
Assist with travel arrangements by preparing travel orders and vouchers in the Defense Travel System (DTS) and creating requests in the Management and Execution Tracker (MET).
Assist with conference planning.
Coordinate logistics for office moves, update seating charts, initiate equipment trouble tickets, and manage office supplies by serving as the POC for inventory and coordinating the purchase list.
Manage office records and files in compliance with agency policy.
Maintain and update SharePoint sites, distribution lists, organizational charts, and recall rosters.
Work closely with the Primary Information Officer and the designated Information Officer within the Directorate’s Front Office in their assigned duties.
Maintain security groups, distribution groups, and folder permissions to ensure access to and security of files.
Manage office logistics, including inventorying and purchasing office supplies, coordinating office moves, updating seating charts, and initiating equipment trouble tickets.
Identify administrative issues and assist in the analysis and development of improved business processes, checklists, or Standard Operating Procedures (SOPs).
Assist in the development, maintenance, and/or improvement of Directorate business operations policies.
Perform other duties, as assigned.