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Administrative Specialist – Level IV – Clearance Required

Constellis

This is a Contract position in Herndon, VA posted September 22, 2020.

This position is not currently funded and is in anticipation of a future project POSITION: Administrative Assistant Level IV Position requires a current Full Scope Poly clearance This is Administrative Assistant Level IV work in the WDC area.

AA IV work entails providing direct executive administrative support to a principal or group of principals whose scope of responsibility, span of influence, and impact requires the AA IV to initiate outreach and interactions primarily with executives and other personnel from within, and superior to, the supported principal’s organization, and with a diverse mix of internal and external contacts.

Primary duties are to proactively manage the principal’s calendar and unscheduled demands on the principal’s time, and preparing the principal for meetings.

The work may also include providing, coordinating, and/or overseeing administrative support to others on the supported principal’s staff.

The scope, complexity, influence, and impact of the supported mission proportionately increases the complexity of AA IV work.

The work environment generally is moderate to fast-paced, and errors in judgment or action result in consequences with some risk and impact to mission operations.

AA IV work is performed independently with general review and guidance from a senior officer or the supported principal, and has latitude to exercise independent judgment to complete tasks.

Short Summary The scope of AA IV work is to provide direct executive administrative support to a principal or group of principals, working independently with general review and guidance from a senior officer or the supported principal/s.

QUALIFICATIONS: Education: Required: High School Diploma or GED Preferred: Associates or Bachelors’ degree
• U.S.

Citizenship.

• Four to five (4-5) years of progressively responsible administrative support experience with at least one to two (1-2) years of administrative support at the executive level.

• Working knowledge of mission priorities to proactively manage and deconflict calendars and to determine threshold issues that need to rise to the principal’s attention.

• Working knowledge of IC protocol for contacting senior executives.

• Working knowledge of IC structure, regulations, policies and protocols to represent principal and to complete routine to moderately complex tasks.

• Working knowledge of the roles, responsibilities, and interrelatedness of the supported principal’s organization, the IC, the organizations and executives with whom the principal regularly interacts, and considerable knowledge of the principal’s role in relation to each.

• Working knowledge of IC administrative processes, policies, and procedures, and internal support discipline applications and databases to fulfill duties, guide and teach other administrative support personnel.

• Working knowledge of current practices associated with filing and tracking systems, including rapid storage and retrieval of information.

• Extensive working knowledge of Microsoft Office Suite applications (Outlook, Word, Power Point, and Excel) and other tools in order to format and adapt submitted correspondence for ease of presentation.

Ability to track edits and multiple versions of documents.

• Working knowledge of travel activities to support planning and scheduling of travel arrangements.

• Ability to communicate in a clear and concise manner, sufficient to convey moderately complex ideas and information on technical/administrative mission-related issues in a well-organized, logical, concise, credible and courteous manner that is appropriate for the situation, topic, and listener, and consistent with the principal’s perspective or position.

RESPONSIBILITIES: Depending on the functions and business areas supported, duties may include the following:
• Calendar/Staffing Management
• Manage the principal’s time by applying working knowledge of mission priorities, principal’s business area(s) and personal preferences, Agency protocol, and organizational hierarchy to screen, vet and prioritize emails, visitors and phone calls
• Liaison for the supported principal
• Draft clear, concise, hard and soft copy routine to moderately complex correspondence on behalf of the principal, emulating his or her style and voice.

• Format, proofread, and edit correspondence and other documents to ensure clarity, accuracy, grammar, and conformance with IC correspondence guidance.

Route correspondence and track status through completion.

As needed, track edits and multiple versions of documents.

• Review correspondence and other documents to determine if question or concern is adequately addressed.

Adapt submitted correspondence and other documents to enhance presentation and to more effectively convey information to the intended audience.

Exploit Microsoft Office Suite or other applications to complete work.

• Review correspondence and other documents to ensure documents are properly classified.

Guide others within office on proper document and correspondence preparation, classification, and routing.

• Establish or improve on existing records management plan in compliance with pre-established protocols; maintain and archive files accordingly.

Organize hard and soft copy files, records, and information for easy retrieval.

• Meeting/Event Preparation
• Travel Planning and Coordination
• Support mandatory compliance/training requirements
• Manage day-to-day office operations and seek to improve office workflow.

Clarify assigned roles/tasks, track, and monitor administrative support-related actions to ensure completion.

Track, monitor, and follow up on ongoing projects and initiatives.

• Recognize impact and interrelatedness of discrete administrative support functions.

Collaborate with other support personnel or staff officer to ensure fluid office operations.

• Oversee or execute a variety of support activities and functions (e.g., mail screening and distribution, vault custodian duties, maintaining conference room calendars, office supplies, and office equipment maintenance to include trouble-shooting basic problems, arranging repairs, and guiding others on equipment use).

• Serve as time and attendance (T&A) timekeeper.

Monitor T&As each pay period to ensure completion, certification and authorization, and notify appropriate staff officers for action within deadlines.

• Monitor arriving and departing personnel to ensure check-in/check-out procedures are completed.

Ensure shared drive and database accesses are granted or removed accordingly.

Update email groups and maintain phone directories/rolodex of key contacts.

• Coordinate office events (e.g., All-Hands meetings, off-sites) in collaboration with office management/support staff.

WHY CONSTELLIS?

With operations across every major continent and an annual revenue of $1.7 billion dollars, Constellis provides a wide array of opportunities for individuals looking to build successful careers in a fast-paced, growing industry.

Legal, moral and ethical business practices remain at the cornerstone of our culture and Constellis continues to be recognized for our emphasis on quality and compliance.

This strong track-record of performance is supported by our deep relationships across key government agencies and blue chip commercial customers.

With more than 21,000 personnel worldwide, the majority of whom are military or law enforcement veterans, we leverage our employees’ ambition and passion for creating a safer world.

Our extensive operational expertise is augmented by our intimate knowledge of economies, communities and cultures.

As a result, we share a willingness to support complex operations in some of the world’s most demanding places.