Intermediate HR Administrative Assistant

Clearance Level
Top Secret/SCI
Category
Business Administration
Location
Aurora, Colorado

REQ#: RQ50981

Travel Required: None
Public Trust: None
Requisition Type: Regular

RESPONSIBILITIES:

  • As part of a two-person office responsible for the operation and accuracy of the Human Resources, Manpower, Security (HRMS) Database:
  • Administers the data within the HRMS database, providing and maintaining user restricted permissions, ensuring data integrity to all system data, position creation, and provides helpdesk functions across the customer site, as well as occasional support requests from other customer sites
  • Acts as a liaison between customers and other system administrators as directed, to troubleshoot HRMS issues
  • Generates database reports for all organizations within the customer site, to include rapid accountability/recall documents, manning strength, and other ad-hoc on-demand customer reports regarding various organizations at the site
  • Coordinate and Communicate with Human Resources, Manpower, Security, and Facilities from all agencies, to ensure data is being collected and displayed properly in HRMS
  • Ensure reports, relevant documentation, papers, etc. is reviewed by senior HRMS Lead, prior to dissemination
  • Administers site on-boarding activities: Primary Responsibility
  • Administer the approval process to on-board all new and internal move employees at a customer site
  • Ensure all approvers (Contracting Officers Technical Representative, Facilities, Directors, Newly Created Positions) are in place PRIOR to scheduling the site indoctrination and reassigning personnel to new positions on site
  • Generate staff reports needed to verify Security approval and notify supervisors of scheduled personnel
  • Coordinate and Facilitate the bi-weekly indoctrination
  • Schedule 24-25 dates annually to arrange for the location/setup/communication of dates
  • Maintain and coordinate the Indoctrination & Entrance on duty overview agenda and power point slides, which may be subject to change
  • Maintain partnership with all indoctrination briefers and coordinate special accommodation, to changes in the agenda (be flexible to last minute unforeseen changes and serve as back-up briefer when needed)
  • "Check-In" all new personnel to site into HRMS
  • Establish and maintain electronic in-processing forms
  • Trains organizational points of contact on in-processing procedures
  • In-processes and modifies all new profiles within HRMS within one day of indoctrination
  • Process Improvement:
  • Obtain feedback from customers, bench-mark and continuously seeks ways to increase effectiveness and efficiencies in assigned tasks
  • Work with Senior Administrative Assistant to automate manual processes where appropriate
  • Communicate employee in-processing status to gaining supervisors and alternate points of contact.

Position Skill Qualifications:

  • Experience in a joint environment, to include working with military services, government agencies, and contractors
  • Must possess excellent Microsoft office suite skills and have a foundation of personnel type databases and be able to discern system requirements
  • Must be able to discern quickly, high volume of competing and even conflicting priorities
  • Must possess the ability to communicate well in a helpful and positive manner; by maintaining composure and providing concise and accurate information
  • Must possess the ability to work independently, as well as part of a team
  • Must be a motivated self-starter, with a strong work ethic
  • Must possess professional briefing skills and ability to build and convey informative, persuasive and decision making briefs

General administrative job duties may also include:

  • Maintain a schedule of appointments for a manager or office
  • Answer routine telephone calls; direct calls and take messages
  • Greet and escort visitors
  • Retrieve; sort; and distribute incoming mail; newspapers; faxes; and other publications/documents
  • Arrange for the delivery of outgoing mail/packages with the mailroom
  • Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office
  • Draft; proofread; edit and coordinate correspondence
  • Perform research and retrieve information from databases and other resources
  • Maintain tracking records and filing systems; archive files
  • Maintain; update and serve as focal point for databases or spreadsheets
  • Assist in planning; scheduling; organizing; and execution of meetings; events; conferences; and off-sites
  • Participate in meetings and events: may serve as recorder and may present position-related information
  • Prepare access rosters and request security clearance transfers
  • Assist in ordering supplies/equipment and arranging for office equipment repairs
  • Perform administrative back up support for other offices
  • Recommend innovative processes to improve the efficiency and effectiveness of the office
  • Compose written communication in response to complex customer queries
  • Prepare routine status reports and track office-related metrics
  • Manage routine website content updates and coordinate more complex website changes with webmaster
  • Coordinate scheduling; organizing; and execution of meetings; events; conferences; and off-sites
  • Attend meetings; events; and forums
  • Assist in maintaining inventories; records; and receipts
  • Coordinate office renovations and relocation activities
  • Support TIER actions; assign actions to the appropriate divisions or branches; follow up on actions; coordinate responses in a non-conflicted manner for senior management review; provide status reports; and participate at customer-wide TIER meetings
  • Performs a variety of general administrative tasks in support of the day-to-day operations of an office group or customer.
  • Performs a variety of general administrative tasks, such as preparing reports and correspondence, coordinating travel and meeting arrangements, answering phones, filing, and sorting and distributing mail, in support of the day-to-day operations of an office, group or customer.
  • Compiles and analyzes various contract, program, and financial data using various database programs, and prepares monthly status reports based on the results.
  • Collects and inputs timesheet information into automated accounting system and processes labor corrections.
  • Processes purchasing requisitions, invoices for consultants and subcontractors, and travel and expense reports.
  • Serves as point of contact for the office or group on issues related to accounting, human resources, purchasing, and other departments, as well as external contacts such as customers, vendors, and subcontractors.
  • May provide work leadership to less experienced clerical and administrative personnel.
  • Participates in special projects as required.

Why Work at General Dynamics IT?

  • Work with top talent and some of the brightest minds in your field 
  • Support missions that make a difference to our Nation
  • Become part of an organization that that is committed to the highest ethical standards in all that we do 
  • Thrive in the stability of a large organization, with the ability to move onto new opportunities, supporting different missions, building your career within GDIT
  • Want to move, or find a job close to home? We have positions in several locations in the United States and the world
  • Enjoy a culture that supports work-life balance

 

General Dynamics is a Fortune Blue Ribbon Company and Clearance Jobs Top 10 Government Contractor.

 

ABOUT:

General Dynamics Information Technology solves our customers’ challenges through future-focused technology and services, ingenuity and deep mission-knowledge. Partnering with government, defense, the intelligence community, industry leaders and cutting-edge technology companies, we deliver solutions that make a difference – helping our customers to advance mission performance, transform operations and discover opportunities to build a better future.

 

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We are GDIT. The people supporting some of the most complex government, defense, and intelligence projects across the country. We deliver. Bringing the expertise needed to understand and advance critical missions. We transform. Shifting the ways clients invest in, integrate, and innovate technology solutions. We ensure today is safe and tomorrow is smarter. We are there. On the ground, beside our clients, in the lab, and everywhere in between. Offering the technology transformations, strategy, and mission services needed to get the job done.

GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.