Administrative Assistant

LOCATION: NIWC Atlantic, Patuxent River, Maryland

SUMMARY: The Administrative Assistant will perform a full range of administrative, clerical, and office support duties to include but not limited to: Providing direct administrative support; planning, scheduling, developing agendas/briefs, and participating in onsite/offsite meetings, events, and conferences; balancing administrative workload; and providing advice and guidance on subjects related to administrative and information management.

Note: This position falls under the Service Contract Act (SCA).

• Maintain suspense systems and track status to ensure completion of actions; assist with developing and initiating administrative methods and procedures concerning high interest items, flow of information, and processing of action packages  
• Oversee and maintain office calendars; assist other administrators in making appointments and arranging meetings; research and resolve administrative issues and complaints; and follow-up to ensure complete and quality resolutions
• Assist with planning and implementing visits, conferences, and other events involving distinguished visitors, guests, or large groups; making necessary travel arrangements, processing badging/visitor access requests, ensuring the Protocol Office is informed, and working items required to host distinguished visitors
•  Assist with making travel arrangements for supported personnel utilizing the Defense Travel System and assist with travel voucher problems
• Compile data and use appropriate software to create, edit, copy, store, retrieve, and print correspondence, forms, memos, and briefs; use database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports and data calls; use graphic software to provide graphs and charts for reports and presentations; collect, collate, and present metrics utilizing appropriate software application; and perform quality assurance check for all products to ensure accuracy and compliance with standards and applicable directives
• Provide administrative support personnel capable of using multiple office automation software applications to produce a wide range of documents that often require complex formats, such as graphics or tables within text; creating, editing, and formatting electronic drafts; updating or revising existing databases with spreadsheets; and developing and maintaining pages on the COG site ensuring accurate and up-to-date information on this authoritative source
• Establish, update, maintain, and manage supported competency/department files and records in accordance with Records Management directives and policies 
• Be responsible for the receipt, control, safekeeping, and other necessary actions to account for incoming and outgoing correspondence, files, mail, and packages.
• Execute the CICO process utilizing the ITSM for personnel onboarding or moves; prepare documentation to initiate requests for additional resources including furniture and supplies; utilize the Enterprise Management System to request computer and telecom assets; and assist supervisors with checking out personnel departing the command
• Prepare, staff, and track personnel packages from beginning through completion; meet with Human Resources staff as designed (weekly, bi-weekly or monthly) to obtain status of package and provide clarifying or additional information; and maintain a hiring action tracker to keep hiring officials informed of status
• Execute timekeeping duties utilizing Navy ERP to assist with entering time for supported personnel when required; verifying time entries made in Navy ERP match supervisor approved leave, telework, comp/credit hours, or overtime requests; and forward supervisor approval emails utilizing correct naming convention to the designated functional Inbox maintained by Records Management
• Process conference attendance requests to ensure compliance with NIWC Atlantic policy and assist with Department of Navy approval process; track actions utilizing TV5 and DON Tracker or any subsequent technologies as they emerge, by assigning, monitoring, and closing out action items; and provide direct administrative support to the Executive Office as needed 
• Provide additional administrative support as needed.

• Associate’s Degree in Business or Computer Science and Four (4) years of experience, to include: word processing, brief preparation, read milestone schedules, and send and receive emails.                           

• High School Diploma or GED and Eight (8) years of experience to include: word processing, spreadsheet development, documenting management issues, financial analysis, data collection, report processing, brief preparation, read milestone schedules, and send and receive emails.  
• Must be self-motivated with excellent verbal and written communication skills 

• Must be a self-starter, detail oriented, able to support multiple projects, possess excellent verbal and written communication skills, works well with a team, interacts with multiple levels of management, and is able to manage customer and contractor relationships

• Skill in operating a personal computer and standard office equipment 
• Proficient in Microsoft Office (MS Excel, Word,) 

• Favorable Determination eligibility 
• Must be able to obtain and maintain an active DoD Secret (or Interim) security clearance or higher