Office Management Staff Officer

Trinity Global Consulting•Camp H M Smith, HI

About The Position

Duties May Include: Perform as primary action officer for tasks assigned, which includes coordinating the task, ensuring that all requirements are met and fully addressed, ensuring that leadership has reviewed and approved the task response, and ensuring that task response is prepared for release prior to the suspense date and time. Assist the Business Executive, Staff Officers, and Leads in all duties related to AOT and its subordinate offices. Provide coordination support for Continuity of Operations (COOP), Business Continuity Planning (BCP), Space planning, and position management to ensure goals are attained. Prepare special or one-time reports, summaries, or replies to inquiries relating to the mission, selecting relevant information from a variety of sources such as reports, documents, correspondence, and other offices, etc., under general directions. Assist the Business Executive, Staff Officers, and Leads with staff management and administration of daily activities. Prepare Action Items and Notes commitments made by executives during meetings and arranges for Data Squads’ implementation. Anticipate and prepare materials needed for conference, correspondence, appointments, meeting, telephone calls, etc., and informs lead officer on matters to be considered. Review outgoing correspondence for executive’s approval and alert authors to any conflict with the file or departure from policies or executive’s viewpoints; gives advice to resolve the problems. Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; draw attention to important issues, and initiates actions as directed. Review publications, agency regulations and directives, and takes action or refers those that are important to the Business Executive and his/her staff. Advice administrative personnel in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc. Strong Internal/External Coordination, Non-technical writing skills, organization skills, and customer service skills. Able to extract and synthesize complex information to prepare briefings, read ahead materials and other documentation. Briefing skills, project management, strategic planning, organizational skills, and resource management. Strong ability to communicate effectively, both orally and in writing. Strong ability to work cooperatively and collaboratively as a team member and meet schedules and timelines consistently with attention to detail. Competency to work independently and under pressure. Understanding the concepts of COOP/BCP, space planning, Defense Travel System (DTS), records management, and visit/event coordination. Strong Problem Identification, Analysis, and Resolution skills Performs as an Information Officer (IO) responsible for facilitating Records Management for the assigned organization. IO duties include ensuring the following actions are completed: Office Inventory of all admin and mission records; Office File Plan is in place; filing systems for hardcopy and softcopy records have been established; office personnel are trained on records management processes; and Records are being filed appropriately.

Requirements

Possess a bachelor’s degree or higher in business or management related field or at least 7 years of relevant experience in lieu of a bachelor’s degree.
Possess at least 7 years of relevant experience.
Demonstrated experience of Microsoft Office Applications and demonstrated the ability to independently develop material using these applications.
Strong Internal/External Coordination, Non-technical writing skills, organization skills, and customer service skills.
Able to extract and synthesize complex information to prepare briefings, read ahead materials and other documentation.
Briefing skills, project management, strategic planning, organizational skills, and resource management.
Strong ability to communicate effectively, both orally and in writing.
Strong ability to work cooperatively and collaboratively as a team member and meet schedules and timelines consistently with attention to detail.
Competency to work independently and under pressure.
Understanding the concepts of COOP/BCP, space planning, Defense Travel System (DTS), records management, and visit/event coordination.
Strong Problem Identification, Analysis, and Resolution skills

Nice To Haves

Demonstrated experience and demonstrated proficiency to perform general staff officer duties using general guidelines for desired product(s).
Demonstrated experience in gathering information to synthesize functional needs.
Demonstrated experience in Research/Information Gathering.
Demonstrated experience with the intelligence analysis and production process.
Basic understanding of the make-up of the NSG, the role of functional managers, and the relationships between NSG members and partners
Demonstrated experience and of Department of Defense and the Intelligence Community practices, missions, and policies.

Responsibilities

Perform as primary action officer for tasks assigned
Assist the Business Executive, Staff Officers, and Leads in all duties related to AOT and its subordinate offices.
Provide coordination support for Continuity of Operations (COOP), Business Continuity Planning (BCP), Space planning, and position management to ensure goals are attained.
Prepare special or one-time reports, summaries, or replies to inquiries relating to the mission
Assist the Business Executive, Staff Officers, and Leads with staff management and administration of daily activities.
Prepare Action Items and Notes commitments made by executives during meetings and arranges for Data Squads’ implementation.
Anticipate and prepare materials needed for conference, correspondence, appointments, meeting, telephone calls, etc., and informs lead officer on matters to be considered.
Review outgoing correspondence for executive’s approval and alert authors to any conflict with the file or departure from policies or executive’s viewpoints; gives advice to resolve the problems.
Summarize the content of incoming materials, specially gathered information, or meetings to assist executives
Review publications, agency regulations and directives, and takes action or refers those that are important to the Business Executive and his/her staff.
Advice administrative personnel in subordinate offices on new procedures
Performs as an Information Officer (IO) responsible for facilitating Records Management for the assigned organization.

Benefits

Medical, Dental & Vision Coverage – Coverage for eligible employees and family through CareFirst and VSP.
Paid Time Off – PTO granted in accordance with contract requirements.
Paid Holidays – 11 federal holidays observed annually.
Disability & Life Insurance – Short-term/long-term disability, life insurance, and AD&D coverage included.
401(k) Retirement Plan – Competitive plan managed through Ameritas.
Professional Training – Formal training provided as required, with additional learning opportunities based on role.

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