Executive Assistant/Office Manager - Active Top-Secret/SCI Clearance Required

About the Organization

Position Description

Position Responsibilities include but are not limited to:

• Office support and administration:  Provide comprehensive administrative and management support functions to the OSIP Front Office. This includes scheduling calendars, answering the phone, security clearance support, escorting un-cleared personnel, preparing read-ahead packages, staff packages, briefing materials, protocol support, filing, ordering, maintaining supplies for the office, and ad-hoc tasking support.
• Correspondence support:  Employ correspondence management expertise, including familiarity with applicable DoD directives and guidance, IC correspondence policies and procedures, and utilization of applicable automated systems for correspondence.  Develop and maintain comprehensive electronic mail distribution lists and an effective tracking method for all incoming and outgoing correspondence.
• Records management support:  Support the planning, development and maintenance of a user-friendly, effective electronic and paper file system compliant with Department regulations for a consistent, complementary flow-down records management structure for Directorate divisions and components in accordance with USD(I&S) and other Department Records Management instructions and directives.
• Develop comprehensive personnel reports, multiple phone rosters and key personnel list, including coordinating a manpower review of the organization through the distribution of a monthly OMT (manpower) report to the USD(I&S) Chief of Staff points of contact.
• Providing expert assistance in prepare travel documents, to include the DTS or other order writing systems. Documents include, but are not limited to, passport and visa applications, White House, Agency, Commands and other related executive travel correspondence and on all travel requirements, including working with foreign and U.S. embassies. This activity may require quick turn around and short timelines, involving local travel to embassies to obtain visa and passport documentation.
• Tasking and tracking management support:  Expertly utilize the appropriate task management system (CATMS or other Department systems) to provide tasking management support, including coordinating with other USD(I&S) Directorates; compiling and quality checking Staff Action Packages; tracking the status of package as it moves through the system; and preparing periodic reports as to the status of the Staff Actions; and follow up on Staff Actions when required to ensure actions are completed in a timely manner.
• Provide expert nonfunctional editorial review for formatting, grammatical correctness and proper correspondence packaging in accordance with DoD manuals, DoD Instructions, Administrative Instructions.
• Provide expert level administrative support to staff augmentee program application packages (detailees, Joint Duty Assignments (JDA), and Liaison Officers (LNO), etc.) reviewing, staffing and tracking all packages, scheduling in-processing with Chief of Staff (COS), ensuring the security clearances are passed, notifying members, escorting, and tracking and staffing all system access paperwork.
• Provide expert level support for awards programs and evaluations, including Civilian, Military, as well as perennial, annual, or singular awards eligible to civilians and Military are submitted through USD(I&S).
• Monitor access to SCIF, coordinating/handling security clearances via DISS and through engagement with USD(I&S) Security.  Assist with physical security in the office by tracking visitors and sign in/sign outs.

Basic Requirements for Skills, Experience, and Credentials include:

• Education/Experience: Bachelor’s degree from an accredited college or university and twelve years in the administrative field or a total combination of 15 years of military operational service with task-related experience, including a minimum of 5 years earned as an E-6 or O-3 (or above) is required.
• Experience in records management, filing and archiving; correspondence control and mail distribution; tasking and tracking management; electronic initiatives support; travel; and related Executive administrative support is required.
• Preferred Skills and Experience include:
• Experience with USD(I&S) is highly desired.
• Excellent oral and written communication skills, problem solving skills, analytical skills, and interpersonal skills are highly desired.
• Recent (within last two years) experience on Service, Joint, or OSD Staff is highly desired.
• Experience with DTS is highly desired.

Equal Opportunity Employer/Veterans/Disabled