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Administrative Assistant – Level II

Req #: 202121
Location: Fairfax, VA US
Job Category: Administration
Security Clearance: TS/SCI with Polygraph
Clearance Status: Must Be Current

Job Description

This is Level II Administrative Assistant work in the WDC area.  Level II AA work entails providing administrative or office management support to a group, office, program or project, or, depending on assignment, independently executing steps in the End-to End (E2E) workflow of a single function.

Level II work requires the ability to coordinate and execute administrative support functions to ensure the orderly and efficient accomplishment of the work of a group, office, program or project, or its leadership team.  

    

The work is performed under general supervision and is located in the WDC area. Specific duties and responsibilities will vary based on assignment.

Duties and Responsibilities:

Depending on the functions and business areas supported, duties may include the following:

Administrative Support

  • Manage or assist in managing the administrative workflow and day-to day activities of a work unit.  Maintain schedule of appointments, monitor email and telephone for a manager or other officers in work unit.
  • Coordinate and/or assist with planning, scheduling, organizing, and executing meetings, conferences and off-sites; may participate in meetings and events, serving as a recorder; may brief or present administrative support related information. Represent work unit at meetings and in working groups. 
  • Proofread and edit office correspondence; draft routine, standard documents.
  • Coordinate or assist with office move activities, construction, or renovation projects within work unit.  Coordinate the administrative schedule with government POC.
  • Perform back-up duties for other offices within the work unit to ensure administrative support coverage.
  • Maintain and archive office files. Maintain and organize relevant reference materials and working files for easy retrieval. 
  • Initiate and monitor check-in/out procedures for personnel, including submitting new user accounts and access requests.  
  • Greet and/or escort all office visitors.

Integrate support using IT applications

  • Serve as time and attendance recorder and/or administrator. Learn trouble-shooting techniques and procedures.
  • Research, retrieve, and analyze data and information from multiple sources. Interpret and with government guidance, take action consistent with establish policies and regulations.
  • Administer and troubleshoot other databases, update websites/SharePoint sites; run reports; perform database clean up tasks.
  • Arrange travel, coordinate itineraries, including passport/visa/cover requirements.
  • Create and submit travel, training and POV vouchers.
  • Order supplies, maintain inventory, issue equipment, provide basic trouble-shooting and arrange for equipment repairs, oversee and account for inventory. 
  • Open, sort and distribute incoming mail, newspapers, faxes or other documents. Track and monitor status of incoming and outgoing cable traffic. 
  • Pass and receive clearances; prepare visitor requests and access lists as necessary; serve as vault custodian. 

Process/Workflow Management

  • Plan, organize, schedule and/or execute routine or transactional steps in a process, initiate requests for needed reports
  • Prepare, track, and analyze statistics or metrics related to supported process or program. Maintain and update assignment-specific databases or spreadsheets; prepare and brief status reports.
  • Research, retrieve, and analyze data and information from multiple sources.  Interpret and with government guidance, take action consistent with established policies and regulations. 
  • Create, deliver, or participate in assignment-specific briefings to various audiences.  Review, edit or draft original written products.
  • Monitor spend plans or budget execution rates related to project

Quality Assurance

  • Review all process/program documentation for accuracy and completeness. 
  • Adhere to Intelligence Community (IC) regulations, policies, and procedures to ensure all activities are in compliance. Seek government guidance on acceptable deviations and adapt activities as appropriate.  
  • Independently troubleshoot and quality check work to ensure quality of products or services. 
  • Analyze workflow of activities; recommend changes to improve efficiency and effectiveness.
  • Share best practices on administrative actions.

Required Qualifications:

  • TS/SCI with Polygraph
  • Two 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. Applicable vocational education may be substituted for work experience.
  • 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.
  • Thorough knowledge of Microsoft Office Suite applications (Power Point, Word, Outlook, Excel).
  • Analytical skills sufficient to assess moderately complex information from multiple sources and draw logical conclusions.
  • Ability to communicate in a clear and concise manner, both oral and written.
  • Ability to deliver informational type briefings to various audiences.
  • Planning and organizational skills to systematically coordinate, track, and complete work flow activities.
  • Representational skills (tact, diplomacy, protocol) to represent work unit at meetings and in working groups.    
  • Ability to apply a strong customer focus orientation to understand customer requirements, suggest and implement solutions.
  • Time management skills to meet and adapt to changing requirements.
  • Ability to establish, maintain, and leverage a range of contacts and professional relationships to network and liaise across the Customer space or IC.
  • Ability to be discreet and maintain confidentiality.

Desired Qualifications:

  • Preferred: Associates or Bachelor’s Degree

Knowledge, Skills and Abilities:

Ability to obtain and apply:

  • Established policies, procedures, and guidelines.
  • Working knowledge of IC administrative processes and procedures related to area of assignment.
  • Working knowledge of IC structure, regulations, policies and protocols related to area of assignment. 
  • Working 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-Fairfax-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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