This position provides mid-level clerical and administrative support for the client. Administrative support shall utilize Microsoft (MS) Office to include MS PowerPoint, MS Word, MS Access and MS Excel. Familiarization with Google email and documents are a plus. It is essential to have the ability to work in a fast paced environment, to provide administrative support to manage projects; prepare and edit correspondence; prepare reports and presentations; coordination and assist in preparing official government travel using the Defense Travel System (DTS); organize and maintain files and records; mail processing; office and facility space management; act as the activity security representative (ASR) and monitor the Correspondence and Task Management System (CATMS) tracking. Additionally, support the areas of Human Resource and Military Personnel Management.
Preparation of Correspondence and Reports. Compose drafts of short notes, internal memos, and formal official correspondence in addition to tracking taskers/actions based on inputs/guidance from senior level staff in the office. The memos and other documents shall follow the standard established for the office and shall be appropriate for senior level government officials. Assist in preparing required reports and presentations, to ensure required material/content is ready for principle review prior to scheduled meetings, to include copying material for distribution.
Coordinate office administrative functions including office security administration, processing security clearance and visit requests for client personnel and visitors, scheduling office events and ordering supplies.
Assist with coordination and documentation of client physical space to ensure client requirements are captured to optimize the physical placement of the offices to ensure the efficient operation of the entire group.
Maintain electronic copies, and paper as directed by the Government, of files of all office documents including letters, memos, reports, and briefings. Maintain accountability of files and correspondence in the office, both in electronic and in paper form IAW WHS Administrative Instruction (IA) 15. Prepare and process Standing Operating Procedures (SOP).
In accordance with the Joint Travel Regulation (JTR), Defense Travel System (DTS) and R&E guidelines, assist in creating and amending authorizations (orders), and assist in vouchers (local and non-local) in DTS; Monitor submission of travel vouchers NLT 5 days after client return from travel;
As required, maintain a travel tracker that includes the program supported for the trip, description of the purpose of travel, destination, departure/return dates, authorization Centrally Billed Account (CBA) and per diem estimates, final voucher amounts, and when a voucher is paid. This includes invitational orders. Travel being funded by an external organization must also be tracked. This report shall be frequently updated to maintain currency and should include forecasted travel for the duration of the current fiscal year.
Assists in the maintenance of the client manpower rosters, phone rosters and space allocations.
Monitor due dates and status of Active duty and Reserve personnel performance reports and award packages. Create and maintain a tracking system for all office tasking (both internal and external) and upcoming personnel changes. Assist Active Duty and Reserve personnel to identify/satisfy any required DoD-related training. Collect inputs from Active Duty and Reserve personnel.
The ideal candidate should have:
Sound written and oral communication skills; the ability to present complex matters clearly and simply; strong organizational skills; the ability to be proactive, take initiative and follow through
Demonstrated ability to gather and analyze a variety of data points (qualitative and quantitative) and whittle that information down to the most salient insights for the Portfolio’s business needs
Ability to distill and communicate highly complex issues for a technical and at times a non-technical audience
Proficient computer skills, Google Suite a plus
Capacity to thrive in an innovative culture where autonomy is necessary, and communication is paramount
Understand the expectations of supervisors/stakeholders/teammates and develop strong working relationships to achieve shared goals. Build strong relationships with both external candidates and internal business partners
High level of responsibility, ownership and accountability
Passion for great DoD-Silicon Valley customer experiences
Employees will work from home until office reopens under safe conditions.