Office Management/Staff Officer 3

Office Management/Staff Officer – Skill Level 3

Clearance Required:  TS/SCI

Location:  Springfield, VA - 100% onsite

Duties Include:

• Assist in coordination and planning of HDS activities and major conferences, including but not limited to Quarterly meetings, Board meetings, Competitive Panels, monthly and weekly meetings.
• Coordinate with the HDS Communications Program Office and HDS staff to develop communications (e.g., programs, poster, publications, and Splash page announcements).
• Coordinate logistics of event and travel management.
• Effectively manage and respond to internal HDS tasking procedures to ensure effective and efficient coordination and administration of Agency correspondence.
• Process, coordinate, and monitor HDS staff requests for training, presentations, and consultations.
• Maintain a calendar of HDS activities (e.g., presentations, training, and meetings) and ensure that activities are appropriately posted on the HDS shared calendar.
• Respond to routine program inquiries and questions, providing an explanation of processes and policies, track incoming calls, and referral questions to HDS subject matter experts.
• Assist staff in preparing program related reports and briefings.
• Perform limited fact-finding such as researching office files and records or standard library or office references to obtain information on a program related topic.
• Develop and maintain administrative policies, procedures, and standards to support the objectives.
• Participate in meetings and draft meeting summaries/minutes.
• Arrange conferences, meetings, and training sessions by contacting agency points of contact and participants, explain meeting purpose, arrange VTCs, meeting rooms / space / facilities and other logistics.
• Enter and track data in PeopleSoft.
• Respond to customer inquiries, process time and attendance, prepare general correspondence, file maintenance, assisting the staff with travel arrangements, and processing personnel actions.
• Understand and monitor tasking processes and procedures for routine correspondence, and accountability.
• Promote knowledge sharing via proper submitting, reviewing, and releasing of HDS information.
• Provide support to the Career Service Manager and staff by preparing, submitting, and delivering decision memos, read-aheads, reports and other information to support meetings.
• Problem resolution regarding NCERTS and administrative process and tracking of documentation.
• Provide editorial services for grammar, format, content, and style consistent with applicable NGA style manuals and intended audience.
• Respond to and provide basic information related to assignments, promotions, and career development processes into clear, readable documents for non-technical personnel.
• Capture and prepare board and panel meeting notes/summaries.
• May provide other administrative duties listed to include but not limited to, scheduling and coordinating meetings, calendars, and events; gathering, inputting, and retrieving electronic data; maintaining files and folders; researching and analyzing information and data to prepare reports, presentations, and papers; prepares routine correspondence in accordance with NGA standards; maintaining office supplies, initiating equipment trouble tickets or replacement, and coordinating office moves.
• Customer-specified daily work hours are anticipated to be 0730 - 1630 but may change based on office administrative support requirements, as dictated by the mission.
• Provide research, analysis and making recommendations on administrative, management and procedural practices.
• Write logical, comprehensive, concise reports, staff summaries, and correspondence
• Apply a broad range of expertise to lead projects and programs, implement change management initiatives, and recommend process improvements.
• Direct staff tasks, oversee staff coordination, and ensure efficient and prompt staff actions
• Manage office actions, coordination, and records management to meet compliance requirements.

Required Skills:

• At least 12 months demonstrated experience managing and maintaining records in compliance with National Archives and Records Administration (NARA) requirements.
• At least 12 months demonstrated experience writing staff summaries and reports
• At least 12 months demonstrated experience creating and refining briefings of complex topics using PowerPoint

Desired Skills:

• At least 24 months demonstrated experience working within the Intelligence Community