Office Management/Staff Officer – Skill Level 3 – #758

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. 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.

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