Administrative Assistant II

Company: GAP Solutions Inc
Location: Reston
Posted on: June 6, 2021

Job Description:

Administrative Assistant IIReston, VirginiaType: Direct-HireCategory: Administrative & ClericalJob ID: 51854Date Posted: 04/22/2021TPGS is a subsidiary of GAP Solutions and serves as the Government Intelligence Portfolio of the System One, LLC family of companies. Together, we support federal, defense and intelligence community customers to meet their mission objectives. Our core capabilities include Information Technology, Development and Engineering, Training, Security, Intelligence Analysis and Operations & Human Capital Management.Administrative Assistant IIActive Top Secret / SCI Clearance with Full Scope Poly Required - No SponsorshipPosition Objective:The Administrative Assistant is 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.Duties and Responsibilities: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. With guidance from the Government, represent work unit at meetings and in Agency 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.Serve as time and attendance recorder and/or administrator. Learn trouble-shooting techniques and procedures.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 employment, 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.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.With government guidance, interpret and 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.Review all process/program documentation for accuracy and completeness.Adhere to Agency/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.Received supervision: work is performed under general supervision, with some latitude to exercise independent judgment to complete tasks.Given supervision: when applicable, train and guide less experienced or new contractors.Work is typically performed in an office environment, requiring the use of computer terminals and standard office equipment to accomplish work objectives. Position may require lifting or carrying equipment averaging 50 lbs.Basic Qualifications:Active TS/SCI clearance with Full Scope Polygraph.High School Diploma or GED required.Two (2) 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.Thorough knowledge of Microsoft Office Suite applications (PowerPoint, 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.With guidance from the Government, representational skills (tact, diplomacy, protocol) to represent work unit at meetings and in Agency 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 Agency and/or IC.Ability to be discreet and maintain confidentiality.Desired Qualifications:Associates degree preferred.Ability to obtain and apply established policies, procedures, and guidelines.Ability to obtain and apply working knowledge of Agency and IC administrative processes and procedures related to area of assignment.Ability to obtain and apply working knowledge of Agency and IC structure, regulations, policies, and protocols related to area of assignment.Ability to obtain and apply working knowledge of assignment-specific internal administrative support applications.This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.TPGS provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.TPGS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

Keywords: GAP Solutions Inc, Reston , Administrative Assistant II, Other , Reston, Virginia