Journeyman Administrative Assistant Support

Wits Solutions Inc. (WITS) is a SBA certified 8(a) company with headquarters in the metropolitan Washington D.C. area. WITS has been providing bestinclass solutions in professional IT and administrative consulting to various Federal State Local and commercial customers. At WITS we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solutionbuilders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

Job Description:

Security Clearance:

• Secret

Education/ Certification Mandatory:

• Associates degree

Work Experience Mandatory:

• 24 years of administrative work. Microsoft products and programs experience (MS Office).

Work Experience Nice To Have:

• Working experence with Defense Counterintelligence and Security Agency(DCSA) Or Federa;

Roles And Responsibilities:

Tasks:

• The Journeyman Administrative Assistant Support shall create and edit internal and external correspondence reports and documents ensuring correct grammar format and clarity in accordance with correspondence regulations to include all DCSA OCFO standards front office guidance and other relevant policies.
• The Journeyman Administrative Assistant Support shall initiate develop and implement administrative policies and procedures and provide records management services. The services provided shall include coordination and monitoring administrative processes for the designated office and working closely with leadership to ensure deadlines are met. Similarly the Journeyman Administrative Assistant Support shall provide research analysis and preparation and assistance to the DCSA senior leader related to internal or external taskers orders and similar and ensure they are properly executed and responded to timely and are of a high quality. The Journeyman Administrative Assistant Support shall be responsible for managing and tracking the request from initiation to full completion.
• The Journeyman Administrative Assistant shall be responsible for setting up new files and preparing records for transfer or destruction in accordance with the following approved file plans DCSA Manual 0004 Manual for Records Maintenance and Disposition Volume 1 Responsibilities and Procedures dated 23 Aug 2010 and DCSA Manual 0004 Volume 2 Manual for Records Maintenance and Disposition Records Disposition Schedules dated Aug 23 2010. In rare cases working hours may need to be adjusted to meet this requirement. Coordination will be provided one (1) week in advance.
• The Journeyman Administrative Assistant shall assist the designated In and Out Processing Official with civilian employee in and out processing. This support is completed in accordance with DCSA Regulation 11273: Civilian Personnel In and Out Processing dated Jul 28 2009. The Contractor shall serve as the primary or backup point of contact for minor programs such as but not limited to travel cards process building badges and credentials identification cards maintaining working rosters of the telecom space utilization copier programs and training programs within the assigned Directorate/Division as required. This will include the management of provided share point tracking tool designed to inform senior leaders of status of all inboarding/outboarding CFTEs (contract personnel) and government personnel.
• The Journeyman Administrative Assistant shall be required to research and explain DoD DCSA and internal office operational policies procedures and requirements referring to a variety of sources utilizing oral and written communication skills as required.
• The Journeyman Administrative Assistant Support shall establish and update data files and office materials including but not limited to office phone rosters seating charts and organizational charts per directorate and agency policy.
• The Journeyman Administrative Assistant Support shall maintain office calendars (e.g. operating schedule master calendar conference room calendar) and coordinate and schedule internal and external appointments and meetings for the office. The Journeyman Administrative Assistant Support shall have knowledge of standard meetings of the organization current calendar activities and priorities. The Journeyman Administrative Assistant Support shall provide efficient/minimalerror scheduling services utilizing Microsoft Outlook or other applications selected by the Government for multiple individuals coordinating with multiple offices and other personnel as required.
• The Journeyman Administrative Assistant shall assist in the preparation of time and attendance reports for the office by means of the automated Defense Agency Initiative (DAI) system share point site and OCFO Teams Channel. Resolves problems with this automated system as well as responds to routine and nontechnical requests for information such as reports suspense dates for matters requiring compliance forms required to accomplish or request actions in the assigned Division/Directorate status of actions and similar information normally available from the files.
• The Journeyman Administrative Assistant Support shall track reconcile and record all incoming and outgoing real property equipment assigned to OCFO personnel and other contract personnel. The Contractor shall maintain record of all SF1150s in personnel files for all current and departing OCFO personnel. The Contractor shall coordinate with logistics management office (LMO) and OCFO personnel in ensuring custodial duties are accomplished within two (2) days of arrival or departure of all OCFO personnel. Duties will include serving as the lead in coordination with LMO for the annual inventory validation function.
• The Journeyman Administrative Assistant Support shall coordinate with the Senior leader internal or external visitor(s) and DCSA Security on visitor access (including new employees) and entry into DCSA buildings designated offices and designated spaces which may include sensitive compartmented information facilities (SCIFs).
• The Journeyman Administrative Assistant Support s coordination shall include facilitating badge requests for any visitors arriving to the governments facility for meetings training and special events. For longterm visitors the Journeyman Administrative Assistant Support shall ensure renewal requests are submitted in a timely manner to ensure badge validation or revalidation. Additionally the Journeyman Administrative Assistant Support shall complete and process the required documents for foreign national dignitaries or other official visitors; obtain necessary information from Government employee/host obtain applicable personal identifying information from the visitor obtain appropriate internal approvals and submit required documents in a timely manner before the visit in accordance with DCSAs Procedural Requirements.
• The Journeyman Administrative Assistant Support shall screen receive and greet visitors in a courteous and professional manner. The Journeyman Administrative Assistant Support shall determine the nature and purpose of the visit and refer the visitor to the appropriate individual and as required serve as an escort. As required the Journeyman Administrative Assistant Support shall escort domestic and foreign national visitors from the initial greeting place to their end destination. The Journeyman Administrative Assistant Support shall satisfy all training requirements for escorting foreign national visitors prior to escort. The Journeyman Administrative Assistant Support shall maintain records of the visit as required by Agency/Center policies and procedures.
• The Journeyman Administrative Assistant Support shall receive visitors and answer phone calls with the ability to ascertain the nature of the request and direct visitors and callers to the appropriate staff.
• The Journeyman Administrative Assistant Support shall have knowledge of the Joint Travel Regulation governing civilian government travel. The Journeyman Administrative Assistant Support shall provide the DCSA senior leader with a full range of travel management services. The Journeyman Administrative Assistant Support shall maintain the travel schedule and handle all travel arrangements including visas and theater clearances for the senior leader and other office personnel as required. The Journeyman Administrative Assistant Support shall ensure the requirements for pre and posttravel are provided in a timely fashion. Services may include but are not limited to ensuring proper itineraries ticketing and trip briefings are clear concise and of an excellent quality. The Journeyman Administrative Assistant Support shall assure that TDY travel for meetings conferences and other events are fully coordinated and that all administrative aspects are accomplished efficiently and effectively. The Journeyman Administrative Assistant Support shall research and coordinate senior leader representation for travel speeches conferences major events and other VIP functions. The Journeyman Administrative Assistant Support shall ensure that all TDY travel physical security requirements are met for streamlined access to visiting facility. Additionally the Journeyman Administrative Assistant Support shall review and ensure travel guidance for the senior leader is properly entered in the travel system of record (currently Defense Travel System (DTS)) for purpose of booking travel submitting travel vouchers and ensuring completeness of documentation and compliance with established policies and regulations.
• The Journeyman Administrative Assistant Support shall maintain government personnels attendance daily using the DCSA directorates internal operating procedures and shall ensure personnels time is recorded in the agencys timecard reporting system (currently Defense Agencies Initiative (DAI)). The Journeyman Administrative Assistant Support shall send reminders and monitor timecard submittals and notify personnel and/or management of missing or inaccurate time entries to help meet agency/directorate deadlines.
• The Journeyman Administrative Assistant Support shall conduct periodic inventory of durable and nondurable property.
• The Journeyman Administrative Assistant Support shall be responsible for assisting in the monitoring of agency task management system Correspondence and Task Management System (CATMS) Microsoft Teams spreadsheets or other means to track internal and external suspense actions and aiding the assigned Action Officers and Division Directors/Assistant Directors in determining active near overdue or overdue actions for each directorate/division. The Contractor shall also be responsible for advising and sending reminders to management on lead time or addressing upcoming issues. The Contractor shall provide advice on effective management of workload and assignments.
• The Journeyman Administrative Assistant Support shall serve as a Task Manager for CATMS and manage the OCFO teams tasks and staffing packages to include routing monitoring completing tasks on behalf of the directorate. The Contractor shall review consolidate and edit response documents to conform to correspondence standards routing response packages for approval when applicable. The Contractor shall prepare edit and route staffing packages on behalf of the OCFO team. The Contractor shall monitor the status of packages initiated by the OCFO team via the tasker status window and create and maintain approval route templates for packages related to the OCFO teams area of responsibility.
• The Journeyman Administrative Assistant Support shall be responsible for maintaining tracking records to ensure assigned Action Officers and Division Directors/Assistant Directors have accurate and current information regarding vulnerability assessment schedules assessment report status Letters to Management security vulnerabilities and facilities inprocess. They will be responsible for maintaining a variety of office logs and files; complex schedules and office calendars; and updating internal staff directories as required.
• The Journeyman Administrative Assistant Support shall be responsible for the creation of a wide variety of often complex documents including: reports spreadsheets presentations quarterly newsletters program brochures and the majority of any outgoing letters memorandums and other interoffice/interagency communications and corporate correspondence. The Contractor shall be responsible for composing the first draft through to the final draft for publishing and/or obtaining the Directorate/Divisions signature when required.
• The Journeyman Administrative Assistant Support shall assist Action Officers and Division Assistant Directors /Assigned Division in reviewing incoming documents/taskers for appropriate action with specific emphasis on deadlines for respective Directorate/Division. The Contractor shall provide assistance to Action Officers and Division Assistant Directors with staffing packages documents and reminders of deadlines to meet suspense date (suspense dates will be established by Government lead depending on individual tasking needs). The Contractor shall respond to routine and nontechnical requests for information such as reports suspense dates for matters requiring compliance forms required to accomplish or request actions status of actions and similar information normally available from DCSA files as required.
• The Journeyman Administrative Assistant Support shall be responsible for correspondence management that includes intraoffice communications. These communications are managed by the Action Officers and Director and Assistant Directors as needed. Management of other incoming correspondence includes forwarding correspondence and actions items (with the required background information) to the appropriate staff when required. The Contractor shall be responsible for reviewing outgoing correspondence for procedural and grammatical accuracy and conformance with general policy etc. before the correspondence is sent out. Draft reports should also be made available upon request of the DCSA Senior Management for review prior to being sent outside of DCSA when required.
• The Journeyman Administrative Assistant Support shall be required to prepare and revise reports letters memoranda statements forms and similar documents from handwritten or rough copy materials. The Contractor shall be responsible for proofreading documentation correcting format grammar and spelling errors as required. Other document maintenance duties include maintaining and securing classified and Controlled Unclassified Information (CUI)) documents and files as well as overseeing the destruction of classified and FOUO documents and files. The Contractor shall assist in the preparation of packaging of documents and files which requires interaction with DCSA Mailroom staff regarding sending and receiving items by maintaining the mail tracking system and the classified accountability log when required.
• The Journeyman Administrative Assistant Support will be tasked with managing official directorate documentation registry. Registry shall capture all official documentation and documents memos etc. (both internal and external) signed by or where signature authority resides with Dep. CFO and/or CFO. The task will include capturing organizing and tracking all documentation.
• The Journeyman Administrative Assistant Support shall retrieve receive open sort and distribute original or copies of mail (Center U.S. Postal express services and other mail deliveries) packaged material announcements directives facsimiles letters correspondence (hardcopy and electronic) and packages to the appropriate personnel or organizations mailbox or office in a specified timeframe per specific guidelines of the requesting government organization. Distribution service may include delivery to any Center facility and other local facilities as required. If distribution is to a foreign country or contains items that meet export control required criteria Journeyman Administrative Assistant Support shall prepare the required documentation in coordination with the DCSAs Export Control office as required in accordance with the agencies policies and procedures. Additionally The Journeyman Administrative Assistant Support shall prepare outgoing packaged materials and necessary shipping documentation for delivery per the offices Mail Services protocol(s) DCSA organizationalspecific guidelines utilizing inneragency distribution U.S. Postal express service and other mail delivery services. The Journeyman Administrative Assistant Support shall ensure all shipping is at the designated distribution points by the specified timeframes to meet the mail carriers or offices distribution deadlines. Further the Journeyman Administrative Assistant Support shall disseminate in a timely manner additional staffmeeting notices announcements safety notices and other correspondence received for general distribution to office staff daily via virtual communication portals online bulletin boards email or any other communication protocol(s) defined by the government customers
• The Journeyman Administrative Assistant Support shall maintain the official facility records and ensure that updates to core facility data are reported to the LMO directorate when required. If changes to the Standard Form (SF) 328 Certificate Pertaining to Foreign Interest or the name or address changes for the facility or Facility Security Officer (FSO) etc. are identified brings these changes to the attention of the assigned POC as required. Contacts facilities to arrange or obtain verification of reviews or visits obtains point of contact information for reviews/visits and any other data required for the reviews/visits.
• The Journeyman Administrative Assistant Support shall be responsible for inventory management of office supplies. The Journeyman Administrative Assistant Support shall maintain receive and verify orders and restock office supplies to ensure that the office has sufficient stock to avoid work interruption per organizational requirements. The Journeyman Administrative Assistant Support shall process supply orders in accordance with office policy and government approvals. The Journeyman Administrative Assistant Support shall keep the restock area free from safety hazards and coordinate disposal of trash recycle in accordance with agency and office policies and procedures. Additionally they will serve as the primary point of contact for designated office equipment such as managing office copiers printers and faxes.
• The Journeyman Administrative Assistant Support shall serve as the point of contact for conference room reservation requests and conference roomrelated questions within assigned the Directorate/Division. The Contractor shall be responsible for reserving DCSA conference rooms and maintains agency conference room calendars. The Contractor shall be responsible for notifying the Technical Support point of contact about meetings that require audio and/or visual technical support and of all problems with audio visual or Video Teleconferencing equipment. The contractor shall be responsible for verifying that all DCSA conference rooms located within the assigned Directorate/Division remain in a conferenceready state.
• The Journeyman Administrative Assistant Support shall be responsible for managing correspondence for assigned DCSA components when required. This task includes monitoring general mailboxes assigning emails to action officers for action or loading tasks into Agency Task Management System as appropriate and ensuring requests and request for information receive responses in a timely manner. The Contractor shall be responsible for updating shared drives for assigned Directorate/Division.
• The Journeyman Administrative Assistant Support shall assist in researching information relating to the ordering of office and other basic supplies. Maintains office supplies inventory and order supplies as required. The Contractor shall assist in yearly inventory assessments when required and review invoices to confirm materials were received as ordered and submits to resource advisor for payment and Government Credit Card (GOVCC) reconciliation.
• The Journeyman Administrative Assistant Support shall provide daytoday office management that includes: assisting in inventory obtaining and stocking supplies as needed (e.g. maintaining paper at printer stations status of shredder machines); maintaining the electronic Automated Data Processing (ADP) inventory and office equipment; and monitoring and following up on office equipment maintenance as appropriate. (Office equipment also includes postage machines.)
• The Journeyman Administrative Assistant Support shall coordinate miscellaneous support services requirements such as repair of office equipment technical support and custodial services with the appropriate resource officer.
• The Journeyman Administrative Assistant Support shall serve as space/move coordinator for the assigned Directorate/Division working with identified directorate POCs (OCFO and other agency directorates) and Resource Manager (RM) regarding space/move issues and serve as the liaison with local Property Manager/Landlord as required. The Contractor shall facilitate and assist with resolution of space/move issues to Space Planning Working Group internal stakeholders and Resource Managers to ensure timely notification to DCSA HQ Support Services and tracks these actions. Prepares documentation outlining specific space/move issues which cannot be resolved locally when required.
• The Journeyman Administrative Assistant Support shall be responsible for troubleshooting minor issues with the telecom system. Coordinates with Chief Information Office and Service Now ticketing system or FOC and RM in identifying and securing mission essential resources including services and equipment which may be necessary for efficient and uninterrupted operations.
• The Journeyman Administrative Assistant Support shall prepare documentation plans and assists with Safety Inspections and Self Inspections for assigned DCSA locations when required.
• The Journeyman Administrative Assistant Support shall assist in preparing readaheads including preparations of materials provides logistical assistance related to organizing meetings to include (but not limited to) space technical support supplies and transportation and other requirements for assigned Directorate/Division meetings and training conferences
• The Journeyman Administrative Assistant Support shall assist in issuing building badges and manages and controls identification badges and keys. Processing of Visitor Access Requests and other building access requirements as assigned.
• The Journeyman Administrative Assistant Support shall coordinate parking reservations at external locations as requested.
• The Journeyman Administrative Assistant Support may need to coordinate support for their assigned office with various internal and external stakeholders (including other Journeyman Administrative Assistant Supports) including but not limited to
• Conference room Scheduling
• Office Equipment Services
• Custodial Services
• Technical Support Services
• Logistics Planning (i.e. office floor and seating plan)