Massachusetts Jobs

USmax Corporationis seeking anAdministrative Support Specialistto provide comprehensive office support services to the Defense Counterintelligence and Security Agency (DCSA) Field Operations. This role encompasses a wide range of administrative tasks, including records management, employee processing, office operations, and general office management. The specialist will be responsible for ensuring smooth day-to-day operations and compliance with DCSA's procedures and security protocols.

This position is contingent upon contract award.

Duties and Responsibilities:

• General Office Support:
  1. Complete all tasks assigned by task managers in accordance with established schedules and timeframes.
  2. Perform record and file management, including setting up new files, maintaining existing records, and preparing records for transfer or destruction in compliance with DCSA Manual 00-04.
  3. Assist with civilian employee in and out processing, including managing travel cards, building badges, credentials, and other minor programs as needed.
• Office Operational Policies and Procedures:
  1. Research, explain, and enforce DoD, DCSA, and internal office operational policies, procedures, and requirements.
  2. Provide general administrative support to Region Mission Directors and their Deputies, including calendar management, travel coordination, and preparation of official correspondence.
• Communication and Correspondence Management:
  1. Interact with other internal DCSA departments and external Government agencies as required.
  2. Create a wide variety of documents, including reports, spreadsheets, presentations, and project plans using Microsoft Office Suite.
  3. Manage correspondence, including monitoring general mailboxes, assigning emails to action officers, and ensuring timely responses.
• Task Management and Tracking:
  1. Assist in monitoring agency task management systems, tracking internal and external actions, and advising management on upcoming deadlines.
  2. Maintain tracking records to ensure Action Officers and Division Directors have accurate and current information on various assessments, reports, and security vulnerabilities.
• Document Creation and Maintenance:
  1. Create and manage complex documents, including reports, spreadsheets, and presentations, from initial draft to final publication.
  2. Maintain and secure classified and For Official Use Only (FOUO) documents, ensuring proper handling and destruction as required.
• Office Management:
  1. Assist in managing office supplies, maintaining inventory, and ordering necessary materials.
  2. Provide day-to-day office management, including maintaining office equipment, managing supplies, and coordinating office maintenance.
• Conference Room Coordination:
  1. Serve as the point of contact for conference room reservations, ensuring all rooms are conference-ready and coordinating technical support as needed.
• Travel and Meeting Support:
  1. Assist in preparing budget reports for travel expenses and support the processing of travel arrangements using the Defense Travel System (DTS).
  2. Provide logistical support for meetings and conferences, including space coordination, technical support, and material preparation.

Required Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), with advanced skills in creating and managing documents, spreadsheets, and presentations.
• Excellent oral and written communication skills, with the ability to interact effectively with both internal and external stakeholders.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Attention to detail and the ability to maintain a high level of accuracy in all tasks.

Required Experience

• At least two years of experience in an administrative or office support role, preferably within a government or military environment.

Required Education

• High school diploma or equivalent.
• A Bachelor's degree is preferred, especially for those seeking advancement into specialized or senior administrative roles.

Security Clearance Requirements:

• CandidatesMUSThave an active SECRET clearance to be considered.

Work Location / Schedule

• Customer location in Andover, MA. (Telework may be authorized and determined by the locality.)

Travel Requirements

• Occasional travel may be required, not exceeding 15% of the time.