Administrative Officer

Overview

The objective is to assist with a myriad of duties in the overall management and support of Client Security Services for OSY Headquarters and Bureau direct field offices that encompass a footprint extending nationwide.

Background

The Office of Security (OSY) serves to mitigate the risk to personnel, facilities, property, information and assets through increased initiatives in various security fields via issuance of Department-wide security policies and the application of a multi-disciplined security program extending from the Headquarters to our operating units. OSY plans and implements these policies through developing procedures and delivering security services for the Office of the Secretary and other nationwide Departmental bureaus. Specifically, OSY establishes and enforces policies and procedures for conducting background investigations and granting security clearances; safeguarding classified and sensitive documents and information; protecting Department personnel, facilities and property; assessing threats and determining risks to Departmental assets; ensuring proper communications security; providing guidance to Departmental offices and operating units on security-related matters; and, ensuring compliance with security policies and procedures.

Position Summary:

The Administrative Officer will play a critical role in ensuring operational efficiency by managing administrative duties, facilitating HR onboarding tasks, and maintaining a consistent onsite presence to support day-to-day office functions. This position requires exceptional organizational, communication, and technical skills to develop and implement administrative processes, manage internal and external data requests, and assist leadership in executing key business objectives.

• This position is full-time onsite with two days telework flexibility at supervisor's discretion.

Responsibilities

• Develops, implements, and/or assists within the general areas of scheduling/tracking, procurement/acquisitions, financial management, human resources, records management, property management, and services coordination.
• Develops, implements, and/or assists with planning, direction, and execution of office duties, primarily involving but not limited to performing required senior-level administrative tasks and coordination of time and resources for management purposes.
• Use MS-Excel and other Information Technology systems for data entry and/or data validation.
• Establish and maintain records and files, including performing appropriate reductions in accordance with general records schedules.
• Provides advice and assistance to management on manpower, personnel management matters, travel, training, performance appraisals, awards, surveys, and special studies.
• Execute word processing and data entry, including demonstrated expertise and proficiency with Microsoft Office Suite and extensive use of Outlook, Word, Excel, and PowerPoint.
• Prepares correspondence, memos, and reports; manages calendars and schedules meetings; assists with time and resource management tasks; and ensures compliance with internal and external reporting deadlines and requirements.
• Answer and screen walk-in inquiries, telephone calls, and electronic mail in senior leadership and executive-level professional environments.
• Develop, coordinate, prepare, and track internal and external data calls and requests, draft memoranda, and document responses, and prepare and control other high-level communication, including dissemination, coordination, and collection of review by key stakeholders.
• Create, review, and provide various acquisition/procurement, financial management, and human resources documents, tracking systems, memos, complex reports, and briefing materials.
• Communicate highly complex matters to personnel at all levels and build and maintain organizational relationships to ensure awareness, effective messaging, and service delivery.
• Assists in developing and implementing administrative policies and procedures for assigned areas of responsibility.
• Reviews, analyzes, and interprets administrative directives and policies issued by the organization.
• Recommends the establishment of, and prepares administrative policies and procedures for implementation throughout the organization.

Qualifications

6 years relevant experience

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams, and PowerPoint)
• Demonstrated ability to work effectively independently and as part of a team
• Strong organizational and communication skills
• Demonstrated strong customer service skills and work effectively independently and as a team member

Education

• Bachelor’s degree 

Benefits and EEO

At Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:

• Medical/Dental/Vision Coverage
• Matching 401(k) Plan
• Continuing Education Assistance
• Paid Time Off

This job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned. Selected candidates may undergo a government security investigation and must fulfill eligibility criteria for accessing classified information. US citizenship may be a prerequisite for certain roles. Ardent Eagle Solutions is an Equal Opportunity Employer

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