Administrative Assistant - VTG

VTG is seeking an Administrative Assistant to support an upcoming contract supporting NIWC Pacific - Indo Pacific.

This position is contingent upon contract award.

Responsibilities

• Complete a Monthly Contractor’s Progress, Status and Management Report.

• Maintain specified websites.

• Processing and distributing awards and maintaining their respective databases.

• Supporting teams with special projects.

• Creating and ensuring various documentation and files are current and up to date.

• Taking meeting notes and distributing notes to the proper personnel.

• Perform data entry into various data systems and management information systems to update and maintain current status. Retrieve status reports from databases.

• Perform material or property verification, and maintain a material or property inventory database and provide computer print-out of inventory.

• Perform document/literature searches, interview various sources for technical information and prepare report findings.

• Perform presentations of program data, status reports, and technical information for transmittal to program sponsors.

• Perform editing, proofing, general organizing, and collating of technical documents.

• Reproduce copies of original documents as needed/required.

• Submit monthly/quarterly meter readings directly to the vendor for all copier machines, contact the service department to repair appliances and maintain supplies.

• Coordinate repair/service requests for building shredders. Check and fill shredder oil as needed.

• Coordinate with Facilities personnel for the emptying and destruction of shred bin contents.

• Perform staff writing support by writing and editing correspondence and documents.

• Provide command visit support by performing preparation, execution and post event tasking in support of visitors and command events.

• Perform administrative duties such as answering telephones, scheduling appointments/meetings, making room and parking reservations and managing the commands equipment inventory.

• Perform ERP Timekeeper role. Ensure ERP Time has been entered by Government employees, alert employees to missing entries, identify and correct erroneous entries.

• Create and submit Request for Personnel Action (RPA) packages in support of Government hiring actions.

• Perform and support new Government employee onboarding.

• Draft, review and route for approval Memorandums of Understanding (MOU) and Memorandum of Agreement (MOA). Distribute approved documents as required.

• Draft, review and route for approval out-going official Naval Message Traffic.

• Send, receive and process visit requests through the Defense Information System for Security (DISS).

• Manage the scheduling of usage, monitor fuel level and maintenance of official vehicles. Provide vehicle mileage data to vehicle coordinator as required.

• Complete all required Mail Orderly training and be designated as a Mail Orderly.

• Process all incoming and outgoing official mail delivered by USPS on normal workdays. Contractor shall sort and place mail in the designated mailbox.

• Maintain inventory and create list of needed office supplies. Obtain quotes, complete requests, pickup and distribute office supply materials.

• Maintain and update Organizational Charts, Space Seating Plans, and cubicle/office signs.

• Provide cross-divisional and department support as needed.

• Possess a final/active SECRET clearance.
• One (1) year experience providing administrative support in a DOD environment.
• One (1) year experience processing employee awards and maintaining their respective databases.
• One (1) year experience providing staff writing support.
• One (1) year drafting and distributing meeting/conference notes.
• One (1) year experience creating presentations of program data and status reports.
• One (1) year experience with Navy Enterprise Resource Planning (ERP) timekeeper role.
• One (1) year experience with creation and routing of hiring packages and personnel action requests.
• One (1) year experience with operation of DISS (Defense Information System for Security) (formerly JPAS).

Pay Range: VTG’s estimated starting pay range is $60,000-75,000, which is a general guideline for the geographic location. When extending an offer, VTG also considers work experience, education, skill level, market considerations and may possibly include contractual requirements which may cause an offer to fall outside of this range.

This is a Military Friendly job opportunity