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Administrative Secretary 101-005

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IC-CAP LLC is a Woman Owned / HUBZone Small Business working in the Department of Defense and Intelligence Community.  We are always looking for highly talented, energetic, and dynamic professionals that are interested in protecting the defense of our nation.  

Some of the positions are future positions.  Please look at the opening line of the job description to determine if this is an open or future position.

 

Our positions are not remote unless stated in the job description below.

We are looking to fill this position at the following location(s):

    Springfield, VA

Job Description

This is a future position that may come open but is not open at the present moment.  We are willing to prescreen personnel for these positions if you are interested.




Administrative Secretary



The Administrative Secretary shall provide professional and proactive mission-oriented administrative support to the assigned customer office and to support a variety of NGA offices The Administrative Secretary independently accomplishes more of the general or routine office administrative tasks and should have the expertise and qualifications to accomplish non-routine and moderately complex administrative tasks with minimal guidance and assistance.  Depending on the customer office, some tasks can be more dynamic (i.e., less routine) and challenging than other tasks.   




The Administrative Secretary's responsibilities shall include, but are not limited to the following administrative activities


  •  Provide responsive administrative support to facilitate completion of all organizational mission requirements with minimal assistance and/or guidance. This will require interpreting and applying policies, guidelines, and procedures. 

  • Determine best approach and courses of action to take in both routine and non-routine administrative situations with minimal assistance and/or guidance. This will require accurately interpreting and adapting guidelines, including unwritten policies, precedents and practices that are not always completely applicable to a changing situation. 

  • Manage office schedules and calendars to administratively support responsive planning, coordination, execution, and completion of business rhythms, corporate requirements, and events (i.e., meetings, conferences, travel, etc.) with minimal assistance and/or guidance. 

  • Keep leadership and staff apprised of high priority issues, requirements, and developments as it relates to office business and administrative activities. 

  • Assist subordinate secretaries on new procedures; requests information needed form the subordinate offices for periodic or special conference, reports, inquiries, etc. 




Required Skills:


  • Proven experience as a secretary supporting administrative requirements at the mid- to upper management levels of an office. The proposed personnel will be expected to independently accomplish the advanced administrative tasks with no assistance. 

  • Fundamental understanding of the Department of Defense (DoD) and Intelligence Community (IC). 

  • Strong professionalism with the ability to consistently demonstrate tact and maturity. 

  • Strong interpersonal and/or soft skills, and office etiquette within a professional environment to: 1) Facilitate professional relationships and support efficient execution of all office administrative requirements; and 2) Obtain a positive customer-oriented service experience by internal/external office personnel, customers, and visitors.  

  • Strong teaming and collaboration skills that foster office unity and cohesiveness in support the office administrative requirements.

  • Capable of handling a large workload, effectively coordinate multiple resources, and multitask in a fast-paced environment that may often have competing priorities with minimal assistance.

  • Strong communication skills both verbally and written with the ability to:  1) Articulate office administrative requirements/actions/needs in a professional tone and attitude;  2) Exchange information to facilitate positive and efficient work processes and results; and 3) Produce written correspondence (i.e., email, letter, document, etc.) that is succinct, coherent, uses proper tone, demonstrates proper grammatical use of the English language, and presents proper format/form per established corporate/office guidance.

  • Good office organization skills that facilitates a neat and orderly presentation of the work environment and administrative activities.  (Note: NGA has a clean desk policy that requires a clutter free work environment and the proper storage of working papers.) 

  • Proficient working knowledge of office information technology (IT) equipment (e.g., copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video teleconference equipment) with the ability to independently operate such equipment in completing office administrative tasks.

  • Proficient working knowledge of MS Office software applications (i.e., Word, Excel, PowerPoint, and Outlook: Mail, Calendar, and File Functions) with the ability to use these applications to efficiently complete office administrative tasks.   

  • Experience with office filing systems (hardcopy and softcopy) using specified format and structure.  

  • Able to be a self-starter and work with minimal assistance to complete all assigned work requirements.

  • Strong problem solving and time management skills.  Must be detailed oriented and possess consistent, mature judgment.

  • Able to handle a moderate and demanding workload; efficiently coordinate resources, and reasonably work in a fast-paced environment that may often have competing priorities.




Desired:


  • Prior DoD and/or NGA experience working in a related field. 

  • Prior experience working with the military and understanding of the services. 

  • Proficient working knowledge of the following corporate applications: PeopleSoft , Defense Travel System (DTS) with knowledge of the Joint Travel Regulation (JTR) , NCERTS, and SharePoint

  • Possesses a working knowledge of the NGA internal coordination and approval processes.

  • Working knowledge of Access database 

  • Proficient with NGA correspondence.

  • Working knowledge of NGA’s File Plan requirements.

  • A working level understanding of NGA corporate processes. 

  • Prior experience with the awards and decorations process. 

  • Ability to schedule, coordinate, set-up, and operate Video Teleconference (VTC) equipment; and this include teleconferences.




Education and Experience:


  • Bachelor’s Degree in General Business Administration or a related degree from an accredited University/College plus a Minimum 8 years of secretary experience with a minimum 2 year experience working in a senior level office

  • Associate’s Degree in General Business Administration or a related degree work from an accredited College plus a Minimum 10 years of secretary experience with minimum 4 years’ experience working in a senior level office.

  • High School Diploma and a Minimum 14 years of secretary experience with minimum 6 years’ experience working in a senior level office.




Security Clearance:


  • TS SCI



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Administrative Secretary 101-005
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