Office Management/Staff Officer

SAIC•St. Louis, MO

About The Position

The Office Manager/Staff Officer are versatile and proficient professionals responsible for performing a wide range of administrative and staff support functions with a high degree of independence. This role is central to the effective operation of the office, requiring the ability to manage competing deadlines, resolve administrative challenges, and support office leadership by ensuring business processes are executed efficiently. These positions require strong organizational skills, attention to detail, and the ability to work collaboratively across the organization. The hiring of this position is contingent upon contract award. Anticipated award is fall of 2026.

Requirements

Perform a wide range of administrative and staff support functions with a high degree of independence.
Manage competing deadlines.
Resolve administrative challenges.
Support office leadership by ensuring business processes are executed efficiently.
Strong organizational skills.
Attention to detail.
Ability to work collaboratively across the organization.
Proficiency in using systems like N-CERTS.
Familiarity with the Defense Travel System (DTS).
Familiarity with the Management and Execution Tracker (MET).
Knowledge of agency record management policies.
Ability to maintain SharePoint sites.
Understanding of security groups, distribution groups, and folder permissions.
Experience in process improvement and developing SOPs.
Familiarity with Continuity of Operations (COOP) and Business Continuity Planning (BCP).
Ability to synthesize complex information for reports and graphics.

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 to inventory the stock and coordinate the list to purchase.
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 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 improvements of Directorate business operations policies.
Support the Directorate’s Business Continuity Planners provide coordination and leadership for key programs such as Continuity of Operations (COOP) and Business Continuity Planning (BCP).
Assist in defining procedures, roles, responsibilities and resources necessary for complete restoration or continuance of critical business processes.
Support the office with development of guidance, procedures and/or policies relative to facilitating administrative activities of the organization.
Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directives with minimum assistance and/or guidance.
Ensure that Office of Contract Services leadership is kept abreast of high priority issues, requirements, and developments.
Create and maintain databases, SharePoint sites, and official records in accordance with agency policy.
Synthesize complex information to prepare analytical reports, graphics, and other materials.