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Job Opening details:-
Company Name :- Yorktown Systems Group
Position Name :- MDA Administrative Assistant (Advanced)
Company Location :- Fort Greely, AK 99731
Job Category : General Category 2
Full Job Description :-
Missile Defense Agency (MDA) Administrative Assistance (Advanced) will be capable of executing and leading tasks associated with mid-executive level (SES/Flag Officer, O-6 military, GS-15/NH-IV civilian), and/or general administrative support in all facets of administration. Ability to work independently or leading teams to solve problems and have experience with DoD support. Capable of providing daily supervision and direction to support teams.
Specific duties may include, but are not limited to:
General Administrative Support:
Provide office and telephone coverage including accurate and timely messages, answering, and directing all telephone calls.
Generate, receive, review, reproduce, publish, and distribute external and internal written material, and provide quality control of documentation.
Review and/or coordinate on actions where responsibility is designated.
Distribute material, to include posting to and/or retrieving information from the classified and unclassified Missile Defense Agency (MDA) Knowledge Online (MKO) Portals (agency’s internal website).
Coordinate and execute work orders with the visual information production center (VIPC) to reproduce and publish documentation.
Manage official records IAW DoD Directive 5015-2, DoD Records Management Program, MDA Directive 8180.01, and Enterprise Records Management.
Receive and distribute incoming and outgoing unclassified and classified mail and serve as a classified courier to carry packages and correspondence.
Review and input Government employee’s and supervisor’ bi-weekly timecards in the Defense Agencies Initiative (DAI) database IAW MDA Office of Work Force Management, Time and Attendance Desk Reference Booklet.
Track employee timecards for approvers and verify accuracy of all allocated time including regular duty hours, compensatory time, sick leave, and other applicable time designations.
Access to timekeeping database will be approved by individual stakeholders.
Act as the office Move Coordinator.
Perform Alternate Security Manager duties including: 1) verifying that classified material is stored in General Services Administration (GSA) approved security containers; 2) managing security containers (e.g., document access, combination paperwork) for respective supported organization(s); 3) documentation and approving incoming/outgoing classified materials IAW MDA security procedures; 40 establishing and maintaining current access to classified (CNET/SIPRNET) account; and 5) properly transmitting classified material (IAW approved MDA security procedures). Performance of duties requires MDA sponsored Security Manager training.
Develop schedules for and participate in applicable routine administrative duties such as end of-day security checks, burn bag disposal, and classified document accountability.
Maintain and manage office records and organizational distribution lists.
Participate in Emergency Management and all required training (e.g., Electronic Learning Management System (L-LMS)) across the Agency to include providing a current group list to the local security office on a month basis.
Receive and process Visit Authorization Requests (VARs).
Assist visitors with locating offices and/or escort to the appropriate individual or office.
Control access to designed offices.
Prepare domestic and international travel arrangement IAW the Joint Federal Travel Regulations (JFTRs) and the Federal Travel Regulations (FTRs) using the Defense Travel System (DTS), MDA’s approved travel database.
Coordinate domestic and international travel, including execution of electronic travel authorizations and prepare travel package.
Secure international travel books (e.g., foreign leader background information, senior leader talking points, Country Clearance Message (CCM) and briefings).
Act as the Foreign Travel Coordinator (FTC) which includes establishing an Aircraft and Personnel Automated Clearance System (APACS) account for the applicable MDA organization.
Prepare and process passport and visa application for foreign travel, schedule appropriate country security briefings/debriefings and training requests in support of CCM procedures.
Process travel authorizations and vouchers using DTS IAW DoD travel regulations.
Coordinate local travel requirements to support area conferences and meetings, to include driver and vehicle requires through the Logistics Directorate (DPL), Central Property Office (CPO).
Coordinate external correspondence (classified and unclassified) across the agency organizations. External correspondence coordination includes the routing and processing of email, telephone calls, and informal/formal written communication. Execute external correspondence IAW MDA Directive 5010.15, the Staff Action Process, and MDA Guide 5010.15, Correspondence Guide.
Coordinate internal correspondence (classified and unclassified) across agency organizations. Internal correspondence includes the routing and processing of emails, telephone calls, informal/formal written communication and routing of action using E-Tasker, MDA’s web-based automated correspondence suspense tracking and workflow management tool. Execute external correspondence IAW MDA Directive 5010.15, the Staff Action Process, and MDA Guide 5010.15-G, Correspondence Guide.
Perform quality control of all staff action packages including review of spelling, grammar, formatting, and proper portion marking IAW MDA policies and guides us E-Tasker.
Receive, review, reproduce, and distribute external and internal classified and unclassified read-ahead (or advance materials) including conducting quality control of documents.
Support implementation of and compliance with the Freedom of information Act.
Initiate, accept, and process meeting invitation requests. All calendar meeting requests shall be executed using MDA approved forms and processes.
Maintain current and accurate leadership and organizational calendars by scheduling, coordinating, and de-conflicting internal and external Agency meeting, travel, ceremonies, and events.
Assist leadership and organizations in maintaining and executing their daily schedules including leave, travel, and meeting request coordination with appropriate individuals or offices.
Remain current with MDA Battle Rhythm and meeting sequences, update calendars and schedule meetings accordingly.
Identify, coordinate, and reserve conference rooms to support internal and external leadership meetings using the Conference Rook E- Scheduler, located on the MKO Portal.
Invite participants to engage in and/or support the meetings, event or conference suing Microsoft (MS) Outlook calendar.
Keep all participants apprised of the meeting status, to include modification and/or cancellation.
Identify, coordinate, and verify operational readiness of all meeting and operate conference room Information Technology (IT) equipment including computers, video teleconferencing (VTC) and telephone machines.
Research, review, and prepare meeting support materials (e.g., briefings, papers, read-ahead).
Coordinate with the Protocol Office and Human Resources Directorate (DOH) for guidance and support of military and civilian award ceremonies, promotions, retirements, internal organizational events, meetings, conferences, and distinguished visitor events.
Participate in all designated planning meetings that support organizational operations, such as the Calendar Synchronization, organizational staff, and external coordination meetings.
Take and distribute notes to track to completion any and all action items assigned during meetings and brief leadership on impacts to the Functional Management, Execution, and Non-Matrix organization(s).
Communicating Policy and Guidance:
Distribute organizational policy directives and memos.
Coordinate organizational All-Hands and communication roundtables.
Document and implement best practices, processes and procedures to ensure a high performing workforce.
Work with the Functional Organization Government Lead as the Manpower Point of Contact to process manpower actions (i.e., PRIDE). This encompasses coordination, generation of records and forms, requesting reports and tracking manpower actions.
Monitor Training and Education:
Coordinate with DOH to identify training and education requirements based on the workforce’s required capabilities.
Coordinate with DOH Personnel Liaisons to monitor the status of Office of Personnel Management (OPM) SF 182s, Authorizations, Agreements and Certifications of Training for all training requests.
Assist functional leader by tracking training expenditures and funds per Fiscal year.
Utilize Electronic Learning Management Systems (E-LMS).
Coordinate with DOH Personnel Liaisons to track the completion of the matrix workforce’s Individual Development Plans.
Complete all MDA E-LMS training as required in a timely manner.
In-Processing of Functional Matrix Staff On-site:
Work with DOH Personnel Liaisons and build prospective candidate interview packets and schedule interview times.
Work with DOH Personnel Liaisons to facilitate and initial reception of new Functional Management employees by coordinating the newcomer’s briefing and submitting matrix staff movement requests.
Command Suite Receptionist Support:
Assist visitors to the appropriate individual or office.
Control access to leadership offices.
Answer and direct all telephone calls, provide office and telephone coverage and provide accurate and timely messages.
Receive and distribute incoming and outgoing mail.
Receive, review, reproduce, publish and distribute incoming and internally generated written material requiring coordination.
Communicate with Senior Leadership staff to ensure schedule changes, delays, and Senior Leader locations are properly and accurately noted.
Possess excellent written and verbal communication skills, and demonstrate ability to present materials and briefings to senior DoD and non-DoD officials.
Follow policies and procedures as described in government and corporate manuals and directives.
Attend work each day during scheduled work hours unless on approved travel or time off.
Perform occasional travel to contractor and customer sites, as required (see WORKING CONDITIONS below).
Work flexible hours, including occasional extra hours.
Carry out other duties as may be assigned or requested.
Work is performed indoors with some potential risks to safety and health hazards related to electronics.
Experience: Minimum of 10 years of experience overseeing administrative support to Defense Agencies.
Education: BA/BS in a related field. A BA/BS in any discipline may be substituted along with a total of 5 years of experience.
Ability to work independently or leading teams to solve problems and have experience with DoD support.
Capable of providing daily supervision and direction to support teams.
Possess extensive knowledge of Microsoft Outlook, Power Point, and Word.
Able to transport self to various facility sites, as required. If using own motor vehicle, must possess a valid driver’s license and proof of insurance.
Physical Skills and Abilities:
May require lifting up to 25 pounds.
Requires visual acuity to use a keyboard and monitor.
Clearance: The candidate selected will need to possess or be eligible for a Secret Clearance as required by the government.
Location: Missile Defense Agency (MDA), Fort Greely, AK
Travel: Some travel is required.
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