The Administrative Assistant II works under broad supervision; and also guides, coaches and mentors new, less experienced contractor administrators. Performs prescreening duties to include detecting obvious errors or omissions in information and follows-up from defined checklists. Augments/supports other areas of customer's team in response to surges and other personnel shortages as necessary. Prints, distributes, and uploads documentation to facilitate adjudicative process. Provides accurate and timely responses to customer requests for information or materials. Strives to anticipate customer needs and provide exceptional customer service verbally and in writing via customer service phone line and emails. Routes requirements, requests, correspondence and cables to the appropriate people/office. Works towards anticipating customer needs and providing exceptional customer service. Submits accurate component statistics on a monthly and ad-hoc basis to the customer. Interacts with and supports mission security analysts and security support personnel. Manages work load effectively to meet the productivity and quality standards set by the sponsor. Responsible for tracking records and scanning records or files. Needs to be able to retrieve files from tall & short shelving units. Position requires the AA to move stacks of paperwork and boxes weighing up to 20 lbs., so some level of physical ability is required. Overtime may become available if approved through appropriate channels. The AA may vary start and end times as long as he/she Is present throughout core hours of 0900- 1500. Occasional travel of approximately 10 to 15 miles to other customer or contractor buildings as necessary in the Washington Metro Area via personal or sponsor-owned vehicle as available.
Photocopies and faxes materials, files documentation in security files, provides file maintenance, and forwards and tracks security and polygraph files. Maintain and prepare, as necessary, standard operating procedures for core areas of responsibility. Ensures accurate records are maintained and complete. Perform and support security file room duties to include ensuing that it is managed in a secure, organized, and efficient manner to meet customer requirements. Support and maintain customer's electronic secunty file processes. Responds in a timely manner to inquiries from the customer on the status of pending cases or any other information pertaining to security support tasks. The AA will maintain a record of material processed as well as other general administrative duties as they relate to scanning/digitization. The AA shall gain a working knowledge of the digitization effort in order to support customer inquiries. The AA shall also be able to provide general guidance and instruction to the customer on the digitization process. The AA shall coordinate and track document digitazation support in order to support program activities. The AA will perform data entry on digitized documents as necessary. Responsible for individually and as a team, scanning records and ensuring that records are properly labeled and recorded in the database of record. The AA will also have access to potentially sensitive documentation so must demonstrate the highest level of discretion and confidentiality. The AA supports security file room by maintaining possession of the materials and updating the movement records in customer databases while handling for tracking purposes. Other customer databases create their own audit trail and customer will conduct audit control checks on archiving.
The Administrative Assistant II must have demonstrated ability lo manage and pnontize multiple task assignments to meet deadlines. Ability to adapt to changing work requirements, provide on-the-job training to colleagues and abdrty to work in a fast-paced environment. Submits accurate statistics on a monthly and ad-hoc basis to the customer. Updates system data, specifically a system review queue. The AA shall update documentation data as required Those deployed to programs may be required to maintain additional databases and spreadsheets specific to office requirements Must demonstrate a high level of personal integrity and the ability to discreetly handle sensitive, personal and classified case Information. Must possess strong organizational skills and good judgment. In addition, must be able to operate various corporate and customer specific automated systems for case tracking, and status reporting. The AA shall provide customer service support as required, such as responding to requests for document status or additional information requests.
The Administrative Assistant II (AA) will comply with all organizational reporting requirements (e.g .. foreign contact and travel reporting.) Coach and mentor contractor administrators new to the office. The AA must be willing to accept additional ad hoc security relevant duties as required. If assigned to directly support the program office, the AA will be tasked with conducting various security processes potentially unique to that office. Create and develop PDF documents for an electronic documentation management system storage and archiving.
Conducts briefings on work process issues (e g., reporting on results of a meeting) Communicates clearly and describes work procedures that fall 'within the Job scope in an organized fashion. Writes materials that comprehensively summarize and/or present findings in an organized manner Assist in the preparation of briefings, memoranda, and other correspondence, Attends meetings required for all personnel and completes all mandatory training courses required by the sponsor for individuals with staff-like access. The AA will report to a team lead. The AA will present any findings regarding troubleshooting issues, work/process I improvements, and maintenance issues.
The AA is not responsible for calendar management other than scheduling leave on a shared calendar. Office requires two meetings a week at roughly one hour apiece. The AA is required to participate in meetings.
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.