Administrative Specialist

Title: Administrative Management Support

Location: Ft Belvoir, VA (HYBRID – 1 day a week on site)

Clearance Required: Clearable (Public Trust)

About the Opportunity

Inalab has an immediate opening for an Administrative Specialist to support the PEO EIS organization on our contract providing Functional Area Professional Services to the Program Executive Office Enterprise Information Systems (PEO EIS). As the Administrative Specialist for assigned headquarters personnel or Program Management office, you will be responsible for overseeing services to provide day-to-day administrative support as detailed in the Essential Responsibilities section.

Essential Responsibilities:

Examples of duties may include but are not limited to the following:

• Manage action items in applicable tools to track action item due dates, send out notifications before action items are due, and ensure due dates are met.
• Collect, organize, file, and retrieve all documentation including reports, correspondence, messages, meeting minutes, memos, and all other incidental documentation associated with official business file in accordance with local procedures.
• Maintain up to date, accurate PEO EIS and associated PMO appointments, events, office, and conference, and conference room calendars as required. The calendar shall show all events, major program and project due dates, and other significant activities as directed.
• Serve as the single point of contact (POC) within his/her respective mission area, authorized to schedule and reserve assigned conference rooms in accordance with local protocol and procedures.
• Gather inputs for PEO EIS and associated PMO administrative data calls, drafting responses, and revising data call responses to be reviewed by PEO/Deputy PEO (DPEO) and Program Office PMs/Deputy PMs. These data calls typically include requests for information related to the administrative operation of PEO EIS, the PMOs and related requests for information related to metrics, compliance with standards and/or personnel standards reporting related to administration of PEO EIS and the PMOs.
• Prepare and maintain organization metrics (e.g. balanced scorecard) in the form or format as assigned by the requestor and be available for ad hoc data calls within the timeframe assigned by the customer.
• Perform advanced clerical duties to assist with the proper management of the PEO EIS. These duties include use of the advanced features in the provided software to perform data and statistical analysis of information and the ability to transform this information into spreadsheets, graphs, pivot charts, and other output within the time constraints specified by the requestor.
• Take meeting minutes as assigned by the meeting planner. The meeting minutes shall be typed in the proper format and timely distributed to appropriate personnel as designated by the requiring official. This support shall include coordination of the meetings, drafting agendas, setup and operation of Video Teleconferencing (VTC) equipment and other audio-visual equipment, taking minutes, and finalizing and distributing those minutes as directed within the schedule established by the requestor.
• Coordinate meetings, notify participants, provide agendas and directions, and arrange for appropriate equipment/services.
• Receive, open, review, and route PEO EIS and PMO mail, and prepare outgoing correspondences and documents for mailing including proper addressing and postage. Mail shall be identified as either action or non-action as appropriate and routed to the appropriate individual.
• Maintain PEO EIS and associated PMOs correspondence and records in accordance with the Department of Army (DA) Manual Records Management Program and local directives. Files and records shall be reviewed and purged of obsolete documents in accordance with the DA and local directives. When necessary, prepare required destruction certificates and deliver the documents to the authorized destruction contractor, or destroy and certify destruction as necessary.
• Establish, implement, manage, and maintain action tracker tools (e.g. Issue Action Tracker, and Portal Tasks) to support PMO program requirements and PEO EIS efforts. This task includes but is not limited to: issue entry, issue tracking, issue resolution, and issue reporting.
• Develop and implement Management Internal Control Program (MICP) requirements for PEO EIS and associated PMOs in accordance with Department of Defense Instruction (DoDI) 5010.40.
• Draft email messages based on verbal or written input, into proper Army message format for release. The draft message shall be free of spelling, grammatical and syntax errors, checked for appropriate Plain Language Addresses (PLADs), and returned to the requestor for authorized release. If necessary, the revise the message as indicated from verbal or written comments and release the message when authorized. Routine messages shall be prepared for release within a half-day (1/2) of the request. Revisions shall be made within one (1) hour. Priority email message traffic and above shall be prepared and released within the shortest practical time, not to exceed 30 minutes. Provide message-drafting support after normal working hours (1730) if directed by appropriate Government personnel. This does not include drafting media/press releases or other inherently governmental work.
• Support the scheduling and coordination of official PEO EIS travel plans in accordance with the Defense Travel System (DTS) directives including arranging transportation, lodging, and rental car reservations as requested and within the assigned timeframe required by the requestor. Travel arrangements shall be accurate and conform to the current Joint Travel Regulation (JTR). When finalized, furnish both a paper and electronic travel itinerary to the requestor for review and approval.
• Prepare travel vouchers, as required, for Government PEO EIS staff in accordance with DTS directives. This includes reviewing travel vouchers and identifying errors to the traveler, if necessary. Errors are to be reported immediately to the appropriate individual. Vouchers shall be prepared in accordance with the current Joint Travel Regulations.
• Ensure that Government printers, copiers, and facsimile machines are stocked with toner and paper as necessary, clear paper jams, and empty the classified shredder as necessary following prescribed equipment protocols. When necessary and authorized, call for office equipment repair and support services in accordance with the local protocols and procedures.
• Organize, inventory, and maintain at adequate levels of supplies, and issue to assigned Government personnel.
• Prepare and present the authorized Government ordering personnel with a required supplies list on a monthly basis, or sooner if necessary, and assist in ordering and restocking of the supplies in accordance with the local protocols and procedures.
• Develop, implement, maintain, and document administrative SOP and policies including the management of official correspondence, messages, travel, daily operations, and official presentations.
• Maintain a desk book or guide of all up to date SOP, and routine business practices and processes used to support all administrative functions.
• Prepare and develop graphics, briefings, and multimedia presentations including illustrations, diagrams, and charts, as directed; material shall be prepared and formatted IAW local directives, free of errors, and submitted within requested schedule.

Required Skills:

• Strong communication, both oral and written
• Excellent customer service skills
• Effective record keeping and organizational abilities
• Expertise with all Office products
• Attention to detail, proofreading and formatting skills
• Understanding of the Army’s memorandum format
• Possesses and applies expertise on multiple complex work assignments
• Assignments may be broad in nature, requiring originality and innovation in determining how to accomplish tasks
• Operates with appreciable latitude in developing methodology and presenting solutions to problems
• Contributes to deliverables and performance metrics where applicable
• Work is performed under general supervision of the company team leader.

Qualifications:

• Associate Degree (or higher) in a related field or equivalent years of experience.
• Two years of experience in an administrative support environment

Working at Inalab Consulting, Inc.

Inalab is a diverse, prosperous, and rewarding place to work. We provide our employees with competitive benefits, educational assistance, and career growth opportunities. Every employee is valued for their talents and contributions. We all take pride in helping our customers achieve their goals, which in turn contributes to the overall success of the company.

Applicants selected may be subject to a government security investigation and must meet eligibility requirements for access to classified information. US citizenship may be required for some positions.

With our company you will earn a highly competitive salary commensurate with your skill level and experience. You will also enjoy:

• Minimum of three (3) weeks annual paid time off.
• A comprehensive, company-paid medical, dental, and vision plan and life insurance.
• 401K plan with vesting for company added contributions.

Inalab is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.