Administrative Assistant

Summary

All Native Group is seeking an Administrative Assistant/Business Operations Analyst 2 to provide day-to-day administrative, operational, and mission support to DCSA Region Mission Directors, Deputy Region Mission Directors, Field Supervisors/Managers, and their staff. This role keeps offices running smoothly by managing records, correspondence, calendars, travel, property, training, and personnel-support processes. The analyst is a trusted point of contact for both routine office operations and time-sensitive actions that support investigative and mission work.

Essential Functions

Office Operations and Staff Support

• Provide phone and desk coverage and serve as a primary or backup point of contact for assigned programs (travel cards, access lists, badges and credentials, identification cards, working rosters, copier programs, equipment issuance, vehicle assignments, training, and related personnel actions).
• Coordinate calendars and schedules for Region Mission Directors, Deputy Region Mission Directors, and Field Supervisors/Managers.

Technical Project and Engineering, LLC (TAPE)

• Apply, explain, and implement DoD and DCSA office policies and procedures using sound judgment and clear communication.

• Serve as Regional Headquarters point of contact when assigned, processing monthly updates and responding to special queries from DCSA HQ and Regional leadership.
• Coordinate conference rooms, maintain reservation calendars, keep rooms conference-ready, and notify IT when audio/visual or VTC support is needed.
• Monitor general mailboxes, assign action items, load tasks into the Agency Task Management System, and ensure RFIs are answered on time.
• Maintain office supply inventory, order supplies, review invoices, and support Government credit card reconciliation.
• Handle day-to-day office upkeep: printer paper, shredders, postage machines, ADP/equipment inventory, and follow-up on equipment maintenance or repair.

Records, Correspondence, and Document Control

• Set up, maintain, transfer, and dispose of electronic and hard-copy files in accordance with DCSA records policy (DCSA Manual 00-04, Volumes 1 and 2).
• Protect, mark, account for, and destroy classified and Controlled Unclassified Information (CUI) documents and files as required.
• Draft, format, proofread, and finalize letters, memoranda, staff summary sheets, newsletters, brochures, presentations, reports, and other official correspondence from first draft through signature-ready product.
• Review incoming documents and taskers for deadlines; staff packages; send reminders; and respond to routine information requests from files.
• Review outgoing correspondence for grammar, format, and policy conformance before release.
• Prepare, package, send, and receive classified and unclassified mail and packages (including FedEx, UPS, priority mail, and couriers) in coordination with the Logistics Management Office and mail-tracking procedures.

Action Tracking, Data, and Metrics

• Enter and monitor actions in agency task-management systems and spreadsheets; flag active, near-due, and overdue items; and advise leadership on workload and lead time.
• Maintain databases and spreadsheets used to track suspense’s, facility assignments, customer requests, training, and other operational data.
• Collect, collate, and report data for training programs, regional quarterly metrics, and field action metrics for RMD/DRMD visibility.
• Maintain accurate, current records so staff have the information they need to succeed.

Personnel, In-/Out-Processing, and HCMO Support

• Assist hiring managers and leadership with civilian employee in- and out-processing per DCSA Regulation 11-273.
• Support time and attendance reporting in automated systems and resolve routine system or information requests.
• Track hiring-event selections; help update the Recruitment and Retention Plan; register for recruiting events; upload and sort resumes (5–300 per event); draft candidate communications; and track resume status, drug tests, clearances, and DEERS/CAC processing.
• Schedule new-employee orientation and support intern recognition, briefings, workshops, and recruiting-event logistics.
• Enter SF-182 training data, file completion certificates, update the HCMO Scorecard monthly, and contribute to HCMO newsletters.
• Support the Director Awards program (quality review team, suspense’s, communications, web page updates, plaques, and ceremony planning with Public Affairs).
• Schedule Executive Review Panels for DISES/DISL vacancies and prepare timely read-ahead packages.
• Assist with position classification: advise on position descriptions, draft PDs for unusual duties, write evaluation statements, conduct desk audits as needed, and apply OPM Title 5 or DCIPS Title 10 procedures.

Investigative Program and Mission Support

• Provide investigative management and program support at Regional HQ, Field Office HQ, and/or Field Offices to help initiate, track, and complete investigative work and reduce burden on field managers.
• Track and send notifications for quarterly and annual training; coordinate training events.
• Maintain organization charts, Outlook distribution lists, and SharePoint content as needed.
• Prepare and send communications; consolidate and distribute routine recontact letter data to DRMDs and Field Chiefs.
• Review DTS submissions for Assistant Directors, RMDs, DRMDs, Field Chiefs, and ISRs prior to supervisor approval.

Travel, Vehicles, Property, and Facilities

• Assist with Defense Travel System (DTS) authorizations, reservations, approvals, vouchers, and travel-status questions.
• Help prepare quarterly and annual budget projections for travel, postage, office supplies, training, and equipment.
• Serve as Government Owned Vehicle (GOV) Coordinator when assigned: new-vehicle requests, transfers, logs, dispatch, daily mileage, DPAS data entry, accident documentation, and SEED/check-ride entries.
• Operate GOV/GSA-leased or short-term rental vehicles during duty hours (generally 8:00 a.m.–4:30 p.m.; other hours require COR/KO preauthorization) for in-and-around office use, supply pickup/delivery, personnel transport, and disposal of excess or damaged property.
• Maintain property records; support physical inventories of accountable equipment; and help Field Chiefs and DRMDs complete inventory audits.
• Coordinate equipment repair, technical support, and custodial services with Region Staff.
• Troubleshoot minor network and telecom issues and coordinate with support staff for mission-essential resources.
• Prepare documentation and assist with safety inspections and self-inspections at assigned locations.
• Issue and control building badges, identification badges, and keys as required.
• Attend designated meetings, take and transcribe minutes, prepare read-aheads, and provide logistical support for meetings and training conferences.

Competencies

• Strong organization, attention to detail, and the ability to manage multiple suspense’s at once.
• Sound judgment when handling sensitive, CUI, and classified information.
• Comfort working with senior leaders and coordinating across internal DCSA offices and outside government agencies.
• Ability to research policy, apply critical thinking, and explain requirements clearly in writing and in person.
• Familiarity with government administrative systems (DTS, task trackers, property/inventory systems such as DPAS, applicant tracking, time and attendance) or the ability to learn them quickly.
• Superior oral and written communication skills and a strong command of the English language
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and the ability to build reports, spreadsheets, presentations, and tracking tools from source data.
• Valid driver’s license and ability to operate Government-owned, GSA-leased, or short-term rental vehicles as required. Proof of motor vehicle liability insurance and completion of GSA Defensive Driver training are required for vehicle operators.

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Evening and weekend hours required, as required by business need.

Travel

Up to 10% local travel may be required.

Experience

• At least two (2) years of relevant administrative, program, or office support experience. (6) years of relevant administrative, program, or office support experience in lieu of a bachelor’s degree 

• Strong written and oral communication skills. 

• Proficiency in English and Microsoft Office Suite. 

• Ability to handle Controlled Unclassified Information (CUI) and classified material in accordance with DCSA policies. 

• Strong organizational and multitasking ability. 

• Experience supporting senior executives or government agencies. 

• Familiarity with DCSA policies, investigative support functions, and automated task systems. 

• Ability to coordinate across multiple stakeholders and manage sensitive information. 

Education

• Bachelor’s degree or equivalent.

Compensation and Benefits:

The expected compensation range for this position is $41,800.00-$52,000.00 per year (annualized hourly rate of pay). We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link: https://jobs.allnativegroup.com/categories/1/benefits/1/employee-benefits

Security Clearance

Secret

Drugfree Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment.  In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws. We value the skills and experience Veterans bring to the workplace and strongly encourage Veterans to apply.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.