Administrative Specialist - DCSA

Welcome to Universal Strategy Group Inc (USGI)! USGI is a Service-Disabled Veteran Owned Small Business. USGI was founded in 2007 with the single focus of preserving and promoting American security. Our mission is to provide the best-in-class personnel who provide tailored analytical, operational, and technical solutions to our Nation's most complex national security challenges while exceeding customer expectations.

USGI is committed to recruiting, nurturing, and retaining top talent that set us apart from our competition. USGI is an experienced, team-oriented, dynamic, and expanding company that values exceptional performance! USGI understands that well-cared for and motivated personnel are the key to the successful accomplishment of any mission, and toward that end, USGI takes exceptional care of our team.

USGI is seeking a Background Investigations [BI] Administrative Specialist to provide DCSA Field Operations with Background Investigations (BI) Administrative and Program Support Services.

BACKGROUND

The DCSA mission is to secure classified and sensitive information and technology in the United States (U.S.) industrial base against attack and compromise, ensure the federal and contractor workforce can be trusted with sensitive and classified information, and preserve military readiness and warfighting capabilities by identifying and defeating threats presented by and to the defense supply chain. DCSA provides security services to DoD through the integration of personnel security policy, industrial security, security training and education, information systems security and counterintelligence.

DUTIES AND RESPONSIBILITIES

• Perform record and file management functions, electronic and physical, maintenance, and accurate data gathering and data entry. Responsible for setting up new electronic or hard copy files and preparing records for transfer or destruction in accordance with DCSA Policy.
• Assist the Hiring Manager/Supervisor/Leadership with in-and- out processing of civilian employees.
• Required to research, implement 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.
• Provides assistance, phone and desk coverage for the assigned Division/Directorate/Office, which requires coordination of calendar and schedules, coordinating and booking travel, preparation, formation, and/or finalization of official correspondence that includes letters, memoranda, interoffice communications, data/metrics, staff summary sheets, and sensitive or classified reports, as required.
• Assists in the preparation of time and attendance reports by means of an automated system.
• Interact with other internal DCSA departments and sometimes outside Government agencies on a normal basis, as required.
• Trained and proficient with the Microsoft Office Suite Software and capable of creating a wide variety of documents such as reports, spreadsheets, plan of action and milestone project files, and presentations from data and information located in internal DCSA databases, as required.
• Responsible for the maintenance of data and information contained in DCSA internal databases that contain sensitive departmental and/or classified information, as required.
• Responds appropriately to requests from internal and external offices, distributes correspondence, circulates information, etc., to other staff (to include senior staff) internal and external to DCSA, as required.
• Responsible for maintaining and populating various databases and spreadsheets with data and information in support of assigned Division/Directorates, as required. Required to utilize spreadsheets to track suspense actions and to manage workload, facility assignments, student activities and instructor assignments and other activities as needed; and maintain customer requests, as required.
• Required to accurately collect and collate data for establishment and maintenance of training programs for personnel, while also preparing reports with the collected and collated data, as required.
• Provide administrative management and program support at the regional headquarters and Field offices to assist in ensuring timely initiation, tracking, and completion of all administrative duties, to include but not limited to, analytical and portfolio support reducing the administrative burden on field managers
• Tracking/managing the BI inventory of equipment and vehicles
• Tracking and send notifications for quarterly and annual training
• As necessary assist with updating the SharePoint site
• Maintain/update distro lists for outlook
• Organize and schedule regular Teams meetings
• Update briefing slides and when applicable submit for release approval
• Coordinate miscellaneous support services requirements such as repair of office equipment, technical support, and custodial services, with the appropriate Region Staff
• Assists in preparing budget reports, with input RMD, DRMD, Field Managers/Supervisors and their staff, regarding quarterly and annual budget projections pertaining to office supplies, training and equipment.
• Responsible for troubleshooting minor issues with DCSA network and telecom system. Coordinates with appropriate support staff securing mission essential resources including services and equipment which may be necessary for efficient and uninterrupted operations.
• Prepares documentation, plans and assists with Safety Inspections and Self Inspections for assigned DCSA locations, when required
• Responsible for providing assistance in the Defense Travel System (DTS) which is a fully integrated, automated, end-to-end travel management system that enables DoD travelers to create authorizations (temporary duty (TDY) travel orders), prepare reservations, receive approvals, generate travel vouchers, and receive a split reimbursement between their bank accounts and the Government Travel Charge Card (GTCC) Contractor. Assist division level management in making and processing travel arrangements; processing travel expense report forms, checking requests and checking the status of issues, as required.
• Assists in the preparation of time and attendance reports for the office by means of an automated system. Resolves problems with this automated system, as well as responds to routine and non-technical 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.

MINIMUM QUALIFICATIONS

• U.S. Citizen
• High school diploma or equivalent
• Two (2) years of relevant administrative and technical support experience relating to the requirements for Task 1 and all its subtasks
• Superior oral and written communication skills, as well as a good command of the English language

CLEARANCE:

A Secret security clearance is required for this position; work may begin with an interim Secret security clearance.

POSITION HOURS/LOCATION:

Normal operating hours under this contract are between 8:00 a.m. to 5:00 p.m. Eastern Time (ET) Monday through Friday. The Program Manager (PM) and the Government’s Contracting Officer’s Representative (COR) shall consult and coordinate on any proposed alternate work schedules that may be arranged depending on the operational tempo/needs of the mission.

TELEWORK

Telework is authorized and determined by the locality.

USGI offers a competitive salary and comprehensive benefits including health, dental and vision benefits, life insurance, AD&D, short and long-term disability insurance, 401(k) plan with company match, plus generous PTO offerings to include vacation/sick days, bereavement leave, and 11 paid Federal holidays. USGI is an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.