Operations Support Specialist - Washington DC

Military Spouse Corporate Career Network•Washington, DC

3d•Onsite

About The Position

All Native Group is seeking an Operations Support Specialist to provide administrative support to the Bureau of Medicine. This role provides critical, advanced administrative work in support of program management with the goal of ensuring the seamless delivery of forensic behavioral science/operational psychology services. The ideal candidate will be able to problem-solve proactively and exercise good judgment and initiative that is in sync with the views and objectives of the program’s leadership and mission. Administrative duties range from simple to complex, including filing, organizing schedules and travel, maintaining inventory, tracking case referral progression, ensuring case documentation is complete, basic data analysis, maintaining data in spreadsheets, and communicating with exceptional compassion, tact, and diplomacy. The role requires maintaining a leadership-informed, close, and highly responsive posture regarding day-to-day program operations, and working closely and harmoniously with the FBSS Chief and team. The ability to deal effectively with high-ranking officials of the State Department and other Government agencies is essential.

Requirements

Possess necessary knowledge, skills, education, and/or professional experience equivalent to at least 2 years of work experience.
High School diploma or equivalent.
A minimum of 2 years of experience supporting similar administrative or operational activities.
Security clearance at the SECRET level.
Must be a U.S. citizen.
Proficiency in Microsoft Office (Word, Excel, PowerPoint) and office technology equipment.
Possesses excellent written, communication, interpersonal and critical thinking skills.
Committed, and able, to promote a teamwork environment.
Must possess or be able to obtain/maintain a SECRET security clearance.

Nice To Haves

Associate’s or Bachelor’s Degree

Responsibilities

Communicates via a variety of means in a grammatically correct, concise, clear manner: correspondence: e-mails, memorandums, via PowerPoint, etc.; interacts with customers one on one, in person or remotely; provides updates on current program issues; drafts reports or issue summaries.
Maintains inventory of office supplies, materials, psychological testing materials, and services and identifies emerging needs.
Generates and tracks work orders.
On behalf of staff, submits and tracks IT service center requests from initiation to resolution.
Oversees new employee onboarding procedures to ensure all new-hire checklists are complete: sets up accounts for new staff in E2, OpenNet, ClassNet, JWICS and payroll and walks new staff through all onboarding elements.
Manages staff travel in E2.
Maintains a program office calendar to schedule and track actions, deadlines, leave.
Drafts requests for new diplomatic passports for staff.
Oversees the transition of paper records to scanned electronic records.
Maintains an organized electronic document filing system that is accessible to those with a need to know and is compliant with security requirements.
Routinely assesses the electronic filing system for accuracy and to insure it is up-to-date, orderly and that files are moved into archive as needed.
Works closely with the program manager and chief to maintain productivity metrics and case referral progression using Microsoft Excel, ensuring case documentation is complete.
Collects and collates budget information, including costs, fees, etc., and interfaces with vendors to acquire quotes and invoices.
Networks with peers in similar roles within the Bureaus of MED and CCR, and DS to compare best practices and to gain awareness of new trends.
Pro-actively establishes working relationships with staff of different levels who have an interdependency with FBSS.
Answers inquiries from both DOS personnel and persons from the private sector concerning FBSS policies and procedures.
Transmits instructions from the chief to subordinates and others.