United States Job Openings

ITMS, Inc.

Administrative Specialist - DCBL

Washington

FULL TIME

November 19, 2024

Executive Support – Responsible for screening and responding to telephone calls from other SES members, senior Navy and Department of Defense leadership and their staffs. The holder of the position will maintain the DCBL’s calendar daily, following-up on scheduled meetings, print and compile briefing documents, and arrange transportation when/if needed. Specific day today tasks may require screening and responding to visitors and incoming correspondence, and referring calls and visitors to the appropriate staff, responding to requests for information concerning office procedures, and controlling all incoming and outgoing correspondence in a timely manner, determining the appropriate level of staff support for all requests for information. Coordinate and plan events, meetings, conference room bookings and arrange appointments for the DCBL Director and his staff as well as assembling established background materials as directed. The position holder is expected to perform standard clerical duties such as typing, faxing, photocopying, filing, picking up and distributing mail, receiving telephone calls and visitors and maintaining correspondence files.

Tasker System – Responsible for managing and coordinating the tasker system packages received by DCBL and following up on due dates, ensuring all taskers are completed on time. Effort includes sending out reminders to DCBL Leaders and supervisors responsible for the tasker and loading responses in the tasker system accordingly.

Office Supplies and Equipment - Responsible for completing and submitting all requisition requests for office supplies, printing, and maintenance for approval. Responsible for ensuring all printer issues are resolved in accordance with CIO instructions. The OSR Form should be reviewed by a senior program analyst so the current fiscal year Financial Information Pointer (FIP) and Work Center (WC) can be assigned for proper resourcing.

Typing & Correspondence - Type a variety of documents from draft to final version using a personal computer. These documents require the production of memorandum, reports, forms, spreadsheets and similar material and require proofreading for grammatical and spelling errors. Qualified candidates will also be expected to prepare routine non- technical letters and approve form letters.

Management Information Systems (MIS) - providing data input into various systems, i.e. Word, Excel, and Power Point in support of the above administrative duties. This includes maintaining the correspondence log in TRIMS (Total Records Information Management System), serializing outgoing correspondence and updating and maintaining office calendar, office recall/contact lists and leave request in MS Outlook.

Office Management – Assist the designated office in support of new employee’s check- in/check-out process, minor property inventory control, Command Information Office (CIO) /Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement. Additional management requirements include maintaining supervisor’s calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets and handouts, maintaining internal office reports and filing system, such as personal files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list. Candidates will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, ensuring proper clearance has been obtained, and coordinating all personnel and administrative documentation for new employee in- processing. Securing all Personal Identifiable Information (PII) and coordinating with all NAVFAC business and support lines to ensure a smooth check-in process.

Professional Registration Board – Responsible for maintaining the DCBL inputs to the Command Professional Registration Board, ensuring it is kept up to date.

Travel - Support DCBL staff in fulfilling travel needs by properly inputting travel orders into DTS and ensuring vouchers are completed and travel reimbursements are processed within 5days of travel for all DCBL staff. Manage a log of DCBL travel cost to assure

payment is finalized. Provide initial review and comply with special controls for SES travel. Schedule transportation through the Executive Motor Pool.

Perform other administrative activities as requested.

QUALIFICATIONS
Contractor should only refer candidates who at a minimum meet the following criteria:
The contractor shall be responsible for employing a candidate that is technically qualified to perform the work specified in this statement of work. The contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of the contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract.
The Government reserves the right, during the life of this task order, to request work histories on any contractor employee for purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the contractor in performance of work shall be fully capable of performing the contemplated functions of the respective labor categories in an efficient, reliable and professional manner.
Required to possess intermediate skills in office automation software (i.e MICROSOFT OFFICE 2007 based program or higher and other types of office database software, such as ORACLE.)
LEVEL OF EDUCATION/EXPERIENCE

Education: High School diploma or equivalent is required. College degree is preferred.

Experience: A minimum of five years of work experience in an office environment is required.

SPECIAL REQUIREMENTS
Individual Must:

Be a United States citizen, with good vision, and physical health/condition.

Be able to read, write and speak English fluently. Have the ability to prepare clear, well- organized written correspondence.

Have no outstanding criminal warrants or felony convictions.

WORK HOURS
Normal 40-hour work week, Monday through Friday
PLACE OF PERFORMANCE
Naval Facilities Engineering Command, Headquarters 1322 Patterson Ave, SE, Bldg. 33, 1st floor

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