Open Systems Technologies Corporation is a leader in the government contracting marketplace, providing Enterprise Security and Cloud Computing solutions to support large organizations. Our capabilities include supplying federal government entities and private businesses with software development, scientific and engineering technical assistance, systems integration, and enterprise security. Since its founding in 1996, OST has been committed to delivering high-quality, best-in-class results that bring added value to our clients while investing in our employees’ futures by providing exciting projects to work on, and robust benefits to include technical training and certifications, relocation assistance and a 401K match with immediate vesting.
Open Systems Technologies is looking for an Administrative Assistant to work in support of the Intelligence community. The Sponsor Office is a dynamic and lively environment, and the Administrative Assistant (AA) will provide direct support to the Mission Center Technology Department. The Administrative Assistant (AA) will sit within the Front Office staff and will be expected to collaborate with other Administrative Assistants across the Mission Center, supporting one another during absences.
Responsibilities:
The Administrative Assistant (AA) will be responsible for managing/supporting the calendars of approximately 5 to 8 officer's and assist in scheduling important meetings and other functions on behalf of the department. The AA will support calendar management for GS-14 Chiefs and above. They will directly support the Chief and Deputy Chiefs of the Dept. and will have autonomy to make changes as they learn the pace and priorities of the office. Meetings are scheduled daily, and rescheduled just as frequently considering the increased pace in the Mission and the demand for meetings. Meetings are internal, within the Department, and with seniors in the Mission Center.
The Administrative Assistant (AA) will provide assistance in scheduling and organizing meetings and conferences for the department front office staff. Attendance at these meetings is welcome but there is no requirement to participate or record minutes, etc. The AA will schedule meetings on a daily basis. The complexity of the meeting will vary; summertime is particularly intense with Senior Leadership Review Panels, whereby senior officers are requesting briefings on the Mission which the candidate will schedule; these briefings require de-conflicting multiple schedules depending on the required number of briefers/participants. The candidate may need to assist with chauffeur reservations, although this will not be required for every meeting.
The Administrative Assistant (AA) will provide travel support needed for senior department officers, specifically through making reservations and submitting travel vouchers. Familiarity with sponsor travel requirements and procedures is useful, but the office is will to provide training if necessary. Leadership will be traveling on a monthly basis and the candidate will be responsible for making reservations and submitting travel vouchers for CONUS and OCONUS trips, occasionally to multiple destinations in one trip depending on mission requirements.
The Administrative Assistant will be responsible for maintaining organizational charts, phone lists, and emergency call rosters, of high quality using sponsor services, as officers arrive/depart the department. As requested by department officers the AA will submit access requests, pass and receive clearances: prepare visitor requests and access lists as necessary: serve as vault custodian and give/remove access to the appropriate vaults. Officers arrive and depart the department on a monthly basis (may be more frequent depending on the time of the year, specifically the PCS cycle). There are established SOPs for things to do when officers arrive/depart - the AA will not have to create these. The AA will submit requests using the sponsor access tracking system as well as other sponsor access requests. The AA will set up sponsor video meetings with internal and external stakeholders and troubleshoot connectivity issues and understand the process coordinating with VOC to create bridges when necessary. The AA II will ensure timely compliance of time and attendance records of all officers in the department utilizing a working knowledge of leave regulations and payroll policies .. The AA will also be responsible for directing visitors to the correct location as they enter department spaces.
The Administrative Assistant (AA) will perform a full range of administrative duties to include: ordering, tracking, and managing the budget for office supplies: coordinating, tracking, and assisting with office renovations or moves as appropriate: coordinating and working with IT to ensure all maintenance, installations, upgrades, and service outages are handled in a timely manner. The AA will be responsible for keeping track of the office supply stock and ordering more when necessary to keep a sufficient stock of supplies in the office. The candidate will not receive direction to do this.
Required Qualifications:
CLEARANCE: TS/SCI w FSP
HS Diploma and 5 years of relevant experience or equivalent combination of education and experience
Basic proficiency with Outlook, Lotus Notes, Microsoft Office and Excel, Microsoft Sharepoint.
Familiarity with the sponsor access and reporting system, internal training program, and the sponsor access control and alarm system would be useful. On the job training can be provided upon arrival.
Outlook, Microsoft Office and Excel, and Lotus Notes will be used on a daily basis and basic proficiency is acceptable for all of these applications.
SharePoint is rarely used and can be taught, although basic proficiency is preferred.
The Sponsor Access Request System and Sponsor Training System will be used multiple times a week and basic proficiency is preferred, but no experience is okay as on the job training can be provided.
The Sponsor Access Control and Alarm System database will be used on a weekly basis and basic proficiency is preferred, although again on the job training can be provided.
BENEFITS
OST is an Equal Opportunity Employer and has been operating since 1996 providing support on various contracts with Government agencies. We offer a comprehensive benefits package that includes 3 weeks paid time off, 11 Federal Holidays, medical/dental coverage, STD, LTD, Life Insurance, AD&D, 401k with up to 4% match, and end-of-year profit sharing.
