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Administrative Assistant – Level III

Req #: 200786
Location: Chantilly, VA US
Job Category: Administration
Security Clearance: TS/SCI with Polygraph
Clearance Status: Must Be Current

Job Description

Work Description:

This is Level III Administrative Assistant work in the in the WDC area. Level III AA work entails managing, executing and troubleshooting complex end to end (E2E) workflow processes or programs, and independently coordinating the resolution of issues across multiple work units.   The work also includes managing, coordinating and/or providing comprehensive administrative support to a work unit, project, program or functional area.  

Level III AA work is complex, diverse, and requires interpreting and applying established policies and regulations to often unique situations and under unique circumstances.  Generally, work includes managing, organizing, scheduling, and executing (and sometimes create) complex end-to-end (E2E) workflow processes or programs along with a responsibility to train and guide less experienced contractors. The work is performed under minimal supervision and is located in the WDC area. Specific duties and responsibilities will vary based on assignment.   

Duties and Responsibilities:

Administrative Workflow Management

  • Serve as action officer or focal point, taking ownership in providing E2E support to a process or program. This includes follow-up, tracking, monitoring, coordination through multiple levels, and bringing the process/program to completion. Lead the day-to-day administrative activities of a work unit. Maintain schedule of appointments, coordinate meetings, and follow-up on requirements bringing them to completion.
  • In collaboration with government POC, interpret and apply established policies and regulations, including application to unique situations or under unique conditions. 
  • Oversee, coordinate, and monitor task completion of other contractors.  Analyze statistics and develop metrics to evaluate and summarize process or program results.
  • Coordinate process workflow and resolution of issues across multiple work units.  Troubleshoot and quality check process or workflow results.   
  • Maintain and update assignment-specific databases or spreadsheets. Research and/or retrieve data and information from databases. 
  • Analyze information or data from multiple sources and develop insightful recommendations.
  • Create and deliver status or informational briefings on project, process, function, or business area to various audiences.   
  • Gather budget requirements and/or monitor spend plans related to project, function, or business area. 
  • Provide back up support in absence of Program/Project Managers.

Office Management

  • Lead the day-to-day administrative activities of a work unit. Maintain schedule of appointments, coordinate meetings, and follow-up on requirements bringing them to completion for a manager or others in the work unit.
  • Plan, schedule, organize, and execute meetings, conferences and off-sites; may participate in meetings and events as a recorder or working group member; may brief or present administrative support related information. Represent manager or work unit at meetings, events, forums or Intelligence Community (IC) working groups. 
  • Draft, proofread and edit manager or office correspondence; Draft original, non-template documents.
  • Manage move activities, construction or renovation projects within work unit.  Coordinate schedule with Facilities Manager to minimize disruption in operations.  Monitor progress and alert managers of delays or issues.
  • Ensure administrative support coverage by coordinating or performing back-up duties for other offices within the work unit.
  • Organize work unit information for easy retrieval. Manage and archive office files in compliance with Records Control Schedule. Maintain relevant reference and working files/materials.
  • Develop check-in/check-out procedures for arriving and departing personnel, including submitting new user accounts and access requests.  
  • Greet and/or escort all office visitors and guests.  

Required Qualifications:

  • TS/SCI with Polygraph
  • Four years of prior administrative support or comparable experience, demonstrating increased levels of complexity and responsibility in the areas of problem solving, working independently, maturity, judgment, and initiative.
  • High School Diploma/GED
  • Work is typically performed in an office environment, requiring the use of computer terminals and standard office equipment to accomplish work objectives.  Must be able to sit or stand for extended periods of time. The position may also require lifting, pushing and/or carrying equipment averaging 30+ lbs.
  • Extensive knowledge of Microsoft Office Suite applications (Power Point, Word, Outlook, Excel)
  • Basic understanding of Project Management fundamentals, sufficient to plan, coordinate, and execute end-to-end administrative support to a process, project/program or functional area. 
  • Analytical skills sufficient to assess and interpret highly complex information from multiple sources and develop insightful recommendations and solutions. 
  • Excellent communication skills sufficient to respond to customers’ complex questions; communicate procedures and processes to management, co-workers, customers, and stakeholders; and to provide guidance on pertinent changes to business functions and operations in a manner that is easily understood.
  • Writing skills sufficient to compose original, non-template, clear and concise moderately complex written products.
  • Planning and organizational skills to systematically manage, coordinate, track, and complete work flow activities.
  • Representational skills (tact, diplomacy, protocol) to represent manager or work unit at meetings, events, forums and in Working Groups.   
  • Strong interpersonal skills to gather task information, project requirements, project specifications from customers and to maintain effective working relationships with team and customers.
  • Time management skills to meet and adapt to changing requirements or priorities.
  • Ability to establish, maintain, and leverage a wide range of contacts and professional relationships to network and liaise across the IC.
  • Ability to be discreet and maintain confidentiality.
  • Ability to teach, train and guide less experienced contractors, fostering an understanding of the rationale for processes and procedures. 

Desired Qualifications:

  • Preferred: Associates or Bachelor’s Degree

Knowledge, Skills and Abilities:

Ability to obtain and apply:

  • Subject matter expertise sufficient to interpret and apply established policies, procedures, and guidelines to unique situations or under unique circumstances.
  • Extensive knowledge of IC administrative processes and procedures related to area of assignment.
  • Extensive knowledge of IC structure, regulations, policies and protocols related to area of assignment. 
  • Extensive knowledge of assignment-specific internal administrative support applications.

Company Description:

CACI employs a diverse range of talent to create an environment that fuels innovation and fosters continuous improvement and success. Join CACI, where you will have the opportunity to make an immediate impact by providing information solutions and services in support of national security missions and government transformation for Intelligence, Defense, and Federal Civilian clients. A member of the Fortune 1000 Largest Companies and the Russell 2000 Index, CACI provides dynamic careers for approximately 15,000 employees working in over 120 offices worldwide.

CACI is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities.


 

Job Location

US-Chantilly-VA-VIRGINIA SUBURBAN


 

CACI employs a diverse range of talent to create an environment that fuels innovation and fosters continuous improvement and success. At CACI, you will have the opportunity to make an immediate impact by providing information solutions and services in support of national security missions and government transformation for Intelligence, Defense, and Federal Civilian customers. CACI is proud to provide dynamic careers for employees worldwide. CACI is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities.

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