Administrative Specialist - BD at ITMS, Inc. – Washington, District of Columbia

JOB TITLE: Administrative Specialist

BACKGROUND

There is a need to provide onsite administrative support for Naval Facilities Engineering Systems Command (NAVFAC) Headquarters, Business Directorate, 1322 Patterson Ave, SE, Bldg 39, 1st floor at the Washington Navy Yard, DC 20374-5065. The contractor shall provide administrative services that meet the needs as described in this performance based statement of work.

SCOPE

The Contractor shall provide all necessary materials, supervision, management, non-personal services, and administrative support to accomplish each task set forth herein. Position: Administrative Specialist, Business Directorate (BD).

The HQ Business Directorate (BD) provides Functional Area (FA) leadership and direction for NAVFAC’s BD programs across the NAVFAC enterprise. Routinely interacts with other members of the SES within the command, flag officers, senior Navy and Department of Defense leadership and Congressional staffs. The duties of the position include:

Correspondence Management – Responsible for reviewing and assigning tracking numbers and routing correspondence for front office signature IAW the Navy Correspondence Manual. Responsible for serializing/dating and copying signed correspondence and returning the original to its originator. Reviews and prepares Command instructions/directives for front office signature. Responsible for scanning and filing electronic/hard copies into a central repository. Reviews and distributes incoming Navy Message traffic. Develops and promulgates outgoing Navy message traffic.

Tasker System – Backs up the Administrative Officer in managing and coordinating the tasker system packages received by HQ and following up on due dates, running a weekly tasker status report to ensure all assigned taskers are completed in a timely fashion. This effort includes sending out reminders to BD Functional Area leaders and supervisors responsible for the tasker and loading response in the tasker system accordingly.

Document Management – Serves as the document manager in managing the Command Instructions/Directives Repository. This effort includes loading signed instructions/kilograms/directives into the Electronic Document Library.

Back-up Support for Administrative Officer – Additional management requirements may include making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets and handouts, maintaining internal office reports and filing systems. Candidates will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, and ensuring proper clearance has been obtained.

Typing & Correspondence - Type a variety of documents from draft to final version using a personal computer. These documents require the production of memorandum, reports, forms, spreadsheets and similar material and require proofreading for grammatical and spelling errors. Qualified candidates will also be expected to prepare routine non-technical letters and approve form letters.

QUALIFICATIONS

Contractor should only refer candidates who at a minimum meet the following criteria:

The contractor shall be responsible for employing a candidate that is technically qualified to perform the work specified in this statement of work. The contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of the contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract.

The Government reserves the right, during the life of this task order, to request work histories on any contractor employee for purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the contractor in performance of work shall be fully capable of performing the contemplated functions of the respective labor categories in an efficient, reliable and professional manner.

Required to possess intermediate skills in office automation software (i.e. Microsoft Office Windows 10 based program or higher.)

LEVEL OF EDUCATION/EXPERIENCE

Education: High School diploma or equivalent is required. College degree is preferred.

Experience: A minimum of five years of work experience in an office environment is required.

SPECIAL REQUIREMENTS

Individual Must:

Be a United States citizen.

Be able to read, write and speak English fluently. Have the ability to prepare clear, well organized written

correspondence.

Have no outstanding criminal warrants or felony convictions.

This position is Non-Critical Sensitive. The Contracting agency shall conform to the security provisions of DOD 5220.22-M – National Industrial Security Program Operating Manual (NISPOM), SECNAV M-5510.30, DOD 8570.01-M, DODM 5200.02, and the Privacy Act of 1974. Prior to any labor hours being charged on contract, the Contractor shall ensure all personnel under this Statement of Work must be able to obtain a favorable adjudicated background investigation determination by DOD Central Adjudication Facility, based on a Tier 3/Tier 3R Background Investigation.

Contractor personnel shall meet the requirements of the HSPD-12 requirements for a Common Access Card (CAC). NAVFACHQ Command Services is responsible for the Contractor Verification Program for obtaining and re-verification of CACs for contractor personnel under this Statement of Work.

Contractor personnel shall have a secret clearance as access to SIPRNet is required at NAVFACSYSCOM HQ locations.

WORK HOURS

Normal 40 hour work week, Monday through Friday

PLACE OF PERFORMANCE

Naval Facilities Engineering Command, Headquarters 1322 Patterson Ave, SE, Bldg 39, 1st floor Washington Navy Yard, DC 20374-5065

Background

ITMS, Inc. provides onsite administrative support for Naval Facilities Engineering Command (NAVFAC) Headquarters, Public Works Business Line, 1322 Patterson Ave, SE, Bldg. 33, 1st floor at the Washington Navy Yard, DC 20374-5065. The candidate shall provide administrative services that meet the needs as described below.

The Director/Public Works Business Line Leader Executive Assistant (PWBL EA) position will primarily serve as the management assistant to a member of the Senior Executive Service (SES) with secondary support to the deputy director and office as a whole. The HQ PWBLD provides business line leadership and direction for NAVFAC’s PWBL programs across the NAVFAC enterprise. Routinely interacts with other members of the SES within the command, flag officers, senior Navy and Department of Defense leadership and Congressional staffs.

Responsibilities

• Executive Support – Responsible for screening and responding to telephone calls from other SES members, senior Navy and Department of Defense leadership and their staffs. The holder of the position will maintain the PWBLD’s calendar daily, following-up on scheduled meetings, print and compile briefing documents, and arrange transportation when/if needed. Specific day today tasks may require screening and responding to visitors and incoming correspondence, and referring calls and visitors to the appropriate staff, responding to requests for information concerning office procedures, and controlling all incoming and outgoing correspondence in a timely manner, determining the appropriate level of staff support for all requests for information. Coordinate and plan events, meetings, conference room bookings and arrange appointments for the PWBL Director and his staff as well as assembling established background materials as directed. The position holder is expected to perform standard clerical duties such as typing, faxing, photocopying, filing, picking up and distributing mail, receiving telephone calls and visitors and maintaining correspondence files.

• Tasker System – Responsible for managing and coordinating the tasker system packages received by PWBL and following up on due dates, ensuring all taskers are completed on time. Effort includes sending out reminders to PWBL Product Line Leaders and supervisors responsible for the tasker and loading responses in the tasker system accordingly.

• Office Supplies and Equipment - Responsible for completing and submitting all requisition requests for office supplies, printing, and maintenance for approval. Responsible for ensuring all printer issues are resolved in accordance with CIO instructions. The OSR Form should be reviewed by a senior program analyst so the current fiscal year Job Order Number (JON) and Work Center (WC) can be assigned for proper resourcing.

• Typing & Correspondence - Type a variety of documents from draft to final version using a personal computer. These documents require the production of memorandum, reports, forms, spreadsheets and similar material and require proofreading for grammatical and spelling errors. Qualified candidates will also be expected to prepare routine non- technical letters and approve form letters.

• Management Information Systems (MIS) - providing data input into various systems, i.e. Word, Excel, and PowerPoint in support of the above administrative duties. This includes maintaining the correspondence log in TRIMS (Total Records Information Management System), serializing outgoing correspondence and updating and maintaining office calendar, office recall/contact lists and leave request in MS Outlook.

• Office Management – Assist the designated office in support of new employee’s check- in/check-out process, minor property inventory control, Command Information Office (CIO) /Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement. Additional management requirements include maintaining supervisor’s calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets and handouts, maintaining internal office reports and filing system, such as personal files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list. Candidates will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, ensuring proper clearance has been obtained, and coordinating all personnel and administrative documentation for new employee in- processing. Securing all Personal Identifiable Information (PII) and coordinating with all NAVFAC business and support lines to ensure a smooth check-in process.

• Professional Registration Board – Responsible for maintaining the PWBL inputs to the Command Professional Registration Board, ensuring it is kept up to date.

• Travel - Support PWBL staff in fulfilling travel needs by properly inputting travel orders into DTS and ensuring vouchers are completed and travel reimbursements are processed within 5days of travel for all PWBL staff. Manage a log of PWBL travel cost to assure payment is finalized. Provide initial review and comply with special controls for SES travel. Schedule transportation through the Executive Motor Pool.

• Perform other administrative activities as requested.

Qualifications

• High School diploma or equivalent is required. College degree is preferred.
• A minimum of five years of work experience in a professional office environment
• Intermediate skills and experience in office automation software including: Microsoft Teams, Word, Excel, PowerPoint, Outlook, SharePoint (SP), SP Online, Access, Planner, and Visio
• Be a United States citizen, with good vision, and physical health/condition.
• Be able to read, write and speak English fluently. Have the ability to prepare clear, well- organized written correspondence.
• Have no outstanding criminal warrants or felony convictions.

Work Hours

Normal 40-hour work week, Monday through Friday.

Place of Performance

Naval Facilities Engineering Systems Command, Headquarters 1322 Patterson Ave, SE, Bldg 39, 1st floor Washington Navy Yard, DC 20374-5065