- TS/SCI Clearance
Office Manager/Staff Officer Support (DCIPS)
Location: Springfield, Virginia
Clearance Required: Active TS/SCI
Experience Required: At least 8 years of experience
Overall Assignment Description:
Provides administrative support for the customer’s awards and personnel performance management process (DCIPS- Defense Civilian Intelligence Personnel System) utilizing Peoplesoft. Primary responsibilities for the DCIPS process is to monitor actions throughout the process and ensure actions are completed correctly and on time; maintain and update process guidance; participate in meetings and provide back-briefs to leadership; follow up and work to resolve issues arising during the process; coordinate logistics for annual panels and other meetings to support the process; provide verbal and written communication to the workforce and to senior leadership. Responsibilities for the awards process include processing honorary and monetary awards for the office and divisions (retirement, military, external,) daily updates to the award tracker (using Excel); maintain hours and monetary budgets for the awards by office; engage with senior leadership regarding discrepancies; coordinate award presentations and help with logistics for town halls; attend meetings; coordinate verbally and in writing with offices supported and Human Resources. As needed this position may be tasked to back-up administrative support (not the primary function) or other ad hoc actions; maintain calendars and scheduling meetings for seniors; prepare read-aheads; assist with travel planning using the Defense Travel System (DTS), and Management Execution Tracker (MET). Prepare and edit correspondence, staff packages, briefings etc., ensuring proper formatting and grammar use. Manage internal and external taskers. Support facilitating the video conference and teleconferences (VTC’s); recording meeting minutes; and updating PowerPoint presentations. Attend regularly scheduled staff and working group meetings. Manage the office SharePoint site by uploading folders/files and ensuring documents are kept current and organized. Perform special projects as required.
Duties may include:
Apply knowledge and understanding of complex issues, policies, and objectives.
Perform a wide range of functions and tasks which require vision and proficiency in developing, explaining, and implementing policy and guidance.
Independently perform a wide range of functions and tasks, which require vision, leadership, and proficiency in developing, explaining and supporting policy implementation.
Develop pertinent information and communicate it to various audiences in a timely through written and oral briefings, white papers, and other media.
Contribute to internal office policy development and clarification to ensure mission objectives.
Communicate effectively with people at all staff levels, both internal and external to the organization.
Recommend operating procedures to improve workflow to ensure consistency of methods.
Ensure the timely execution of internal and external taskings, to include preparing for meetings and special events.
Monitor, maintain status, and provide weekly reporting on open actions
Tracking actions to a thorough, professional and on-time completion, to include determining appropriateness of responses, taking appropriate action to ensure responses are provided by the due date, and coordinating with internal and external action officers as required
Manage electronic tracking and processing systems at the NGA and SI levels.
Skilled in problem identification, analysis, and resolution.
Experience working the design of new processes and documenting improvements and the ability to direct implementation activities.
Provides administrative and technical support as tasked, to include: filing; answering phone; maintenance of schedules/calendars for senior personnel; maintaining organization charts and emergency contact information/recall rosters; establishing and maintaining hard-copy and electronic files; event/meeting coordination; generating weekly reports and create presentations; track/coordinate/monitor internal and external tasks; review/edit incoming and outgoing correspondence for accuracy, content and quality; coordinate and maintain travel plans, schedules and expense reports using DTS/MET; assist in the review and update of standard operating procedures (SOPs).
Lead and perform on special projects, as required. Ensure timely delivery of products and services to meet master schedules and program milestones. Escort visitors and in specialized areas.
Monitor Performance Reports, ensuring actions in PeopleSoft (Close-Out, Midterms, Interims, etc.)
Maintain update SI Performance-Based Compensation Guidance.
Monitor establish complete taskers pertaining to performance management and performance pay actions
Resolve ongoing issues dealing with performance management and performance pay actions.
Assist review verify reconsideration process for employees, ensuring process completed properly.
Revise update SI Award SOP
Maintain Award Tracker (Excel), update daily.
Pick-up, acquire signatures and distribute various award certificates/medals to SI employees.
Process/reconcile award discrepancies by directly engaging with SI leadership and HD Team.
Participate in SI Town Halls, behind the scenes, preparing citations, award packages and program scripts.
Process honorary/monetary awards to include retirement military and external awards for SI.
Update and maintain time-off awards hourly budget and special act monetary budget for each SI directorate to ensure hours and monies are properly distributes throughout the FY.
Process and perform quality control for all SI awards and Time-off awards on the SI SharePoint site.
Shall have a Bachelors Degree or equivalent experience in the related field.,
Shall have a minimum 7 years experience in the Office Management/Staff Officer field.
Shall have demonstrated experience IC, NGA, DoD or Federal government experience processing Defense Civilian Intelligence Personnel System actions and Government Awards.
Shall have demonstrated experience working with executive-level clients in IC, NGA, DoD or Federal government.
Shall have demonstrated strong writing, editing, and organizational skills, attention to detail and effective time management. Effective oral and written communication skills.
Demonstrated experience successfully working with and adapting to personnel at all levels; deal with high visibility situations and work effectively under the pressure of rigid deadlines.
Demonstrated experience utilizing Peoplesoft.
S2 prohibits third-party solicitation from any recruiter or outside source regardless of the cause being represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.