Administrative Assistant

Administrative Assistant – Naval Surface Warfare Center Dahlgren Division (NSWCDD), Dahlgren, VA

Assist with performing a wide variety of complex and confidential administrative duties.

Specific tasks include:

· Answer and screen incoming telephone calls in a professional manner. Determine the nature of calls and refer the caller to the appropriate personnel or office.

· Receive, greet, and screen visitors. Determine the nature of the visit and direct the visitor(s) to the appropriate person.

· Provide staff and customers with accurate and complete information on administrative support processes, procedures, and documentation requirements.

· Maintain a point of contact list to include employee muster list. Assist in mustering personnel in response to emergency drills.

· Using Government systems, process requisitions, training requests, telephone work requests (TWS), One Stop, visitor clearances, visit requests, overtime and compensatory time requests, Government vehicle requests, building access requests, building work requests, and property passes. Currently, these systems consist of Integrated Budget Planning & Execution System (IBPES), DISS, Navy ERP, SCOPE, and the applications listed on the NSWCDD Homepage.

· Coordinate travel arrangements for personnel to include assisting with travel orders by utilizing the Defense Travel System (DTS) to book travel, enter orders, and forward to Government official for approval, prepare travel order amendments, research Per Diems, airfare, parking options, retrieve orders, and collection of receipts to enter travel claims.

· Monitor workflow to and from the Branch/Division/Department/Program Offices.

· Manage executive office in accordance with agency policy, coordinating actions with other executive staff, and maintaining accountability for documentation.

· Under limited supervision, collect, analyze, and research data for assigned projects.

· Prepare briefing material, charts, graphs, and other presentation materials independently.

· Make administrative decisions independently, providing completed projects and assignments.

· Independently handle correspondence not requiring personal attention of the Government manager.

· Assist in development and preparation of administrative and staff reports.

· Ensure quality assurance and completeness of reports.

· Use graphics and/or desktop publishing software for preparation of presentations.

· Review and summarize reports and documents for the Government manager directing attention to actions needed or concerns.

· Provide high level customer assistance, including answering questions and directing phone calls, independently, both internally and externally to NSWCDD.

· Administer and adhere to standard policies and procedures applicable to military standards, specifications, and guidance (including NSWCDD Instructions and Manuals).

· Provide administrative support in the absence of Government administrative personnel on a temporary basis to ensure continual office coverage and support.

· Establish and maintain Standard Operating Procedures for administrative duties

· Other duties as assigned.

Qualifications:

· Must have a minimum of Secret Clearance with the ability to obtain a Top-Secret.

· Six (6) years of experience creating and maintaining documentation and data management systems, four years of which involved Federal Government programs.

· Experience executing and leading tasks associated with mid-executive level (such as SES/Flag Officer, O-6 military, GS-15 civilian) and general administrative support in all facets of administration.

· Proficient in Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Outlook and Access), and Adobe.

· Able to type 40 words per minute.

· Demonstrated ability (through experience) to work independently and communicate effectively both orally and through formal reports.

· Demonstrated ability (through experience) to multi-task, perform, and communicate professionally, including professional phone etiquette.

· Demonstrated proficiency with support functions for meetings, maintaining formal filing systems, scanning, faxing, answering phones and taking messages, managing multiple calendars, and scheduling appointments.

· Experience taking notes and converting into formal meeting minutes.

· Experience editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government formats.

· Experience with receiving and greeting visitors professionally.

· Experience in the handling and storage of classified or sensitive (i.e., Personally Identifiable Information (PII)) materials.

· Experience providing daily oversight and direction to support teams.

· Experience training/mentoring subordinate personnel on policies and other duties.

· Experience in team building and conflict resolution.

· Excellent organizational skills, attention to detail, and sound skills in written and oral communication is a must.

· Must be able to read, write and speak fluent English

Leading Solutions is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer. We are committed to ensuring a workplace free of discrimination based on race, color, religion, age, disability, genetic information, sex, sexual orientation, gender identity, or national origin, military or veteran status, and any other basis protected by applicable law.

Leading Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and Woman-Owned Small Business (WOSB) headquartered in Kissimmee, Florida. The Company provides professional, technical, administrative, and healthcare services to Government and commercial clients. Leading Solutions customer- centric foundation ensures that our leadership and employees meet customer challenges and build trusting partnerships that lay the groundwork for success.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person