Administrative Assistant, NSWCDD - Yorktown Systems Group

Summary:
Yorktown Systems Group is seeking a qualified Administrative Assistant to provide administrative support to the Naval Surface Warfare Center Dahlgren Division (NSWCDD). The Administrative Assistant shall assist with performing a wide variety of complex and confidential administrative duties.

Specific duties may include, but are not limited to:

• Answer and screen incoming telephone calls in a professional manner. 
• Receive, greet, and screen visitors, as well as maintain a log of all visitors.
• Provide staff and customers with accurate and complete information on administrative support process, procedures, and documentation requirements. 
• Schedule appointments/meetings.
• Provide support for meetings on and off NSWCDD location.
• The Contractor shall receive, type, make changes, and process documents. Documents shall be prepared in accordance with the Naval Correspondence Manual or associated guidance for specific forms.
• Maintain master files and log of all correspondence issued by Branch, Division, or Department.
• Receive and review incoming correspondence, establishing controls on certain items, and prepare replies to administrative correspondence not requiring the Branch, Division, or Departments attention. 
• Maintain a point of contact listing to include employee muster list. Assist in mustering personnel in response to emergency drills (such as fire, hurricane, maintaining Emergency Action Plan).
• Complete signature routing, tracking, and distribution of documentation.
• Copy, sort, scan, reduce, fax, bind, route, file, download, track, distribute, archive, secure, shred, and dispose of data/documentation.
• Process timecard entries, timecard reports, training requests, and shipping documents using Navy ERP system.
• Receive, sort, distribute, and prepare incoming and outgoing mail.
• Using Government systems, process requisitions, training requests, telephone work requests (TWS), One Stop, visitor clearances, visit requests, overtime and compensatory time requests, Government vehicle requests, building access requests, building work requests, and property passes. 
• Coordinate travel arrangements for personnel to include assisting with travel orders by utilizing the Defense Travel System (DTS).
• Establish, maintain, and update office filing systems (both hard copy and electronic) in accordance with NSWCDD Records Management policies.
• Receive and coordinate accurate and timely action items, requests, and data calls.
• Maintain inventory of office supplies and use approved processes for replacement.
• Receive information and post on the official Government Bulletin Board.
• Inform personnel of important office matters arising during the personnel's absence and call attention to significant items in reports, files, and correspondence.
• Work with NSWCDD Public Affairs for all distinguished visitors to the Branch/Division/Departments.
• Travel on base shall be required for pick-up or delivery of official information in the course of daily business, to include classified materials. Government vehicles shall be used for this task when available.
• Create spreadsheets and PowerPoint presentations and ensure consistency of style by utilizing the standard format for each Program Office, Division, or Department.
• Upload documents and emails into appropriate folders on the SharePoint site or other department identified repositories for use and retention.
• Maintain and search SharePoint or other department identified repositories for appropriate documents and information.
• Upload documents and emails into Total Records Information Management (TRIM) / Corporate Management Document System (CDMS) in accordance with NSWCDD Records Management policies.
• Assist the Government staff daily. In the absence of Government or Contractor senior level secretaries, provide guidance and review the work of lower level secretaries to ensure compliance with Navy, NSWCDD, and Department processes, procedures, and guidelines.
• Provide clerical/secretarial support in the absence of Government clerical/secretarial personnel on a temporary basis to ensure continual office coverage and support.
• Monitor workflow to and from the Branch/Division/Department/Program Offices. 
• Perform user maintenance on office equipment and call for services when required. 
• Aid in the disposal of excess or non-functioning equipment.
• Maintain minutes of all staff meetings and visits and post on SharePoint or other department identified repositories after approval.
• Execute the New Employee Onboarding process, including updating New Employee Use Form (NEUF), emergency POC information, door and zone forms and signage, MILCONNECT.
• Perform muster procedures.
• Maintain Branch/Division/Department/Program Office calendars (to include employee leave, temporary duty (TDY), and work room requests).
• Coordinate plant account inventories.
• Establish and maintain Standard Operating Procedures for clerical/secretarial duties.
• Collaborate with the technical community to identify and implement process improvements and resolve issues within the Division.
• Manage executive office in accordance with agency policy, coordinating actions with other executive staff, and maintaining accountability for documentation.
• Under limited supervision, collect, analyze, and research data for assigned projects.
• Prepare briefing material, charts, graphs, and other presentation materials independently.
• Make administrative decisions independently, providing completed projects and assignments.
• Independently handle correspondence not requiring personal attention of the Government manager.
• Assist in development and preparation of administrative and staff reports.
• Ensure quality assurance and completeness of reports.
• Use graphics and/or desktop publishing software for preparation of presentations.
• Review and summarize reports and documents for Government manager directing attention to actions needed or concerns.
• Administer and adhere to standard policies and procedures applicable to military standards, specifications, and guidance (including NSWCDD Instructions and Manuals).
• Establish and maintain Standard Operating Procedures for administrative duties.
• Provide support for visually impaired, blind, and other disabled personnel with various tasks.
• Other duties as assigned.

Required Qualifications:

• Six (6) years of experience creating and maintaining documentation and data management systems, four years of which involved Federal Government programs.
• Experience executing and leading tasks associated with mid-executive level (such as SES/Flag Officer, O-6 military, GS-15 civilian) and general administrative support in all facets of administration.
• Proficient in Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams and Access), and Adobe.
• Able to type 60 words per minute.
• Demonstrated ability (through experience) to work independently and communicate effectively both orally and through formal reports.
• Demonstrated ability (through experience) to multi-task, perform, and communicate professionally, including professional phone etiquette.
• Demonstrated proficiency with support functions for meetings, maintaining formal filing systems, scanning, faxing, answering phones and taking messages, managing multiple calendars, and scheduling appointments.
• Experience taking notes and converting into formal meeting minutes.
• Experience editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government formats.
• Experience with receiving and greeting visitors professionally.
• Experience in the handling and storage of classified or sensitive (i.e., Personally Identifiable Information (PII)) materials.
• Experience providing daily oversight and direction to contractor support teams.
• Experience training/mentoring subordinate personnel on policies and other duties.
• Experience in team building and conflict resolution.

Clearance: Requires an active Secret security clearance.
  
Location: Dahlgren, VA

Travel: Some travel may be required