Special Assistant II - TS/SCI Polygraph in McLean, VA at General Dynamics Information Technology

Date Posted: 8/12/2019

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    McLean, VA
  • Job Type:
  • Experience:
    At least 5 year(s)
  • Date Posted:
    8/12/2019
  • Job ID:
    2019-58944

Job Description

Performs a variety of general administrative and operational tasks in support of the day-to-day operations of an office, group, or customer in a highly cleared environment. 

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

  • (U) Calendar/Staffing Management
    • Proactively manage calendar and schedule items by applying considerable knowledge of the principals role and responsibilities in relation to the supported mission, and working knowledge of larger mission priorities.
    • Coordinate with others, primarily from work units within or superior to the principals organization, and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts, applying a working knowledge of protocol. Notify attendees and their staffs of scheduled calendar items.   
    • Reschedule calendar items to accommodate new requirements and shifting priorities. Apply a working understanding of the roles and interrelationships among entities and the implications of making calendar changes.  Independently and proactively resolve any additional calendar conflicts created by new requirements.  Notify appropriate personnel affected by changes, using a working knowledge of protocol procedures.   
    • Ensure an appropriate alternate is identified and notified to attend select standing meetings when the supported principal is unable to attend.

  • (U) Principal Support
    • Manage the principals time by applying working knowledge of mission priorities, principals business area(s) and personal preferences, Agency protocol, and organizational hierarchy to screen, vet and prioritize emails, visitors and phone calls.
    • Prioritize unscheduled demands and determine threshold of issues that need to rise to principals attention, using sound judgment, considerable knowledge of the supported mission priorities, and working knowledge of Agency and/or IC concerns.
    • Respond directly to inquiries when appropriate, or take action to facilitate resolution of a range of inquiries and concerns related to the supported mission. Vet and refer visitors, callers, email and other correspondence to appropriate Agency, IC, or other external contacts, rather than the principal, when feasible. 
    • Seek information from appropriate Agency/IC resources or other external resources to provide background information the principal will require to adequately address and resolve issues and concerns not deferred to others. Track assigned actions to ensure completion and response.
    • Place and answer phone calls for the principal; employ proper protocol.

  • (U) Liaison for the supported principal
    • Exercise tact, diplomacy, and discretion while serving as principals liaison for interactions with officers at all levels within and outside the organization.
    • Interact confidently and effectively on behalf of the principal by communicating orally or in writing his or her requirements and priorities on routine to moderately complex mission-related issues.
    • Provide information or respond accurately to routine to moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible and courteous manner, and in the appropriate way (i.e., orally by phone or in person, or in writing via email, letter or memorandum).
    • Maintain and expand a network of professional contacts and working relationships with personnel from the Agency, IC, and a diverse mix of internal and external contacts to influence work outcomes and accomplish duties. Build network relationships that influence officers beyond the supported principals organization.

  • (U) Correspondence/Records Management
    • Draft clear, concise, hard and soft copy routine to moderately complex correspondence on behalf of the principal, emulating his or her style and voice.
    • Format, proofread, and edit correspondence and other documents to ensure clarity, accuracy, grammar, and conformance with Agency/IC correspondence guidance. Route correspondence and track status through completion. As needed, track edits and multiple versions of documents.
    • Review correspondence and other documents to determine if question or concern is adequately addressed. Adapt submitted correspondence and other documents to enhance presentation and to more effectively convey information to the intended audience.  Exploit Microsoft Office Suite or other applications to complete work. 
    • Review correspondence and other documents to ensure documents are properly classified. Guide others within office on proper document and correspondence preparation, classification, and routing.
    • Establish or improve on existing records management plan in compliance with pre-established protocols; maintain and archive files accordingly. Organize hard and soft copy files, records, and information for easy retrieval.

  • (U) Meeting/Event Preparation
    • Anticipate requirements and subsequently independently research and analyze information required for meetings, seek information from personnel within the supported principals organization or appropriate Agency, IC, or other external resources to provide background information the principal will require for meetings and other engagements. Follow-up to ensure material is ready for review in advance of meeting. 
    • Compile and/or review for accuracy and completeness, packages, briefing books, and background materials in support of principals meetings; evaluate content and highlight key meeting details.
    • Determine appropriate meeting venue and arrange for needed logistics and security (required audio/video capabilities; adequate size room or other venue; transportation, sufficient travel time, parking; visitor requests, clearances, badges, escorts) to ensure principal and/or attendees have the required access and resources to attend and participate in the meeting or event.

  • (U) Travel Planning and Coordination
  • Conduct preliminary coordination of principals proposed travel plans with all appropriate offices to ensure itineraries meet principals requirements. This may include coordination of itineraries and passports/visas for travelers accompanying the principal.
  • Secure transportation and lodging reservations via internal travel system. Prepare and submit requests for travel and temporary duty request, if required.  Follow up on all submissions to ensure principals requirements are met.
  • Identify, draft, prepare and/or obtain required travel documentation, including passports, visas, official correspondence, and trip cards.
  • Consult with Office of Medical Services to determine if principals immunizations are current; schedule appointments to obtain immunizations if required.
  • Prepare travel accounting for principals review and submission.

  • (U) Support mandatory compliance/training requirements
    • Prepare and submit any mandatory or other reporting documentation on behalf of principal.
    • Confirm principals mandatory or other training requirements. Advise and remind principal of requirements and deadlines for completion.

  • (U) General Office Support
    • Manage day-to-day office operations and seek to improve office workflow. Clarify assigned roles/tasks, track, and monitor administrative support-related actions to ensure completion. Track, monitor, and follow up on ongoing projects and initiatives.   
    • Recognize impact and interrelatedness of discrete administrative support functions. Collaborate with other support personnel or staff officer to ensure fluid office operations. 
    • Oversee or execute a variety of support activities and functions (e.g., mail screening and distribution, vault custodian duties, maintaining conference room calendars, office supplies, and office equipment maintenance to include trouble-shooting basic problems, arranging repairs, and guiding others on equipment use).
    • Serve as time and attendance (T&A) timekeeper. Monitor T&As each pay period to ensure completion, certification and authorization, and notify appropriate staff officers for action within deadlines.
    • Monitor arriving and departing personnel to ensure check-in/check-out procedures are completed. Ensure shared drive and database accesses are granted or removed accordingly. Update email groups and maintain phone directories/rolodex of key contacts.
    • Coordinate office events (e.g., All-Hands meetings, off-sites) in collaboration with office management/support staff.

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AA/AS

Required: High School Diploma or GED

Preferred: Associates or Bachelors degree

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5+ years

Four to five (4-5) years of progressively responsible administrative support experience with at least one to two (1-2) years of administrative support at the executive level.

  

For more than 50 years, General Dynamics Information Technology has served as a trusted provider of information technology, systems engineering, training and professional services to customers across federal, state, and local governments, and in the commercial sector. Over 40,000 GDIT professionals deliver enterprise solutions, manage mission-critical IT programs and provide mission support services worldwide. 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.

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