Administrative Acquisition Assistant - Temp (6 Month)

Job purpose
To provide administrative office and acquisition support services to NAVWAR PMW management and carries out recurring task function procedures independently in Orlando, FL. The selected candidates will perform a variety of high-level administrative duties for management. The nature of the work is fast paced, requires a person who can multi-task, and who is technology proficient. The position requires the individual to take on more complex tasks and responsibilities over time.
Duties and responsibilities

• Perform advanced clerical duties to assist with the proper management of the PMO. 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.
• Analyze and compile data and develop solutions or alternative methods of proceeding.
• Routing Tasks - Monitor status of reviews and ensure products have been edited by the technical editor prior to final submission to PMO staff
• Assist the Government personnel as required to complete assigned effort and tasks.
• Screen incoming correspondence and materials (i.e., briefs, white papers) and as required, provide synopsis of content and recommended response.
• Prepare executive level summaries and note areas of interest.
• Assist the Government in review of PMO products and documents in preparation for senior leadership review, Gate Reviews, or Milestones,
• 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.
• Gather inputs for PMO administrative data calls, drafting and revising data call responses to be reviewed by PMO staff. These data calls typically include requests for information related to the administrative operation of the PMO(s), and requests for information related to metrics, compliance with standards and/or personnel standards reporting related to administration of the PMO(s).
• 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.
• Prepare outgoing correspondence and documents for mailing, and shall be identified as either action or non-action, classified or unclassified, as appropriate, and routed to the appropriate individual.
• Files and records shall be reviewed, maintained, and purged of obsolete documents. When necessary, prepare required destruction certificates and deliver the documents to the authorized destruction Contractor, or destroy and certify destruction as necessary.
• Identify and provide solutions to challenge areas, identify risks and mitigation steps, and report back on areas in need of greater attention.
• Attend senior level forums as appropriate and disseminate information resultant from the engagements.
• Draft and revise data call responses to be reviewed by Program Office Program Managers/Deputy Program Managers and PEO/DPEO.
• Maintain a desk book or guide of all up to date standard operating procedures, routine business practices and processes used to support all administrative functions.
• Establish and/or maintain electronic and paper libraries of all program documentation and briefs.
• Facilitate meetings, determining the urgency, collecting, organizing and preparing read-ahead material, and as required, attend recurring meetings and forums and as required, participate in PMO meetings on behalf of PMO staff.
• Take meeting notes minutes independently, or as assigned by the meeting planner and finalize and distribute those minutes as directed within the schedule established by the requestor.
• Setup and operation of Video Teleconferencing (VTC) equipment and other audio-visual equipment required to facilitate the meeting or event,
• Provide ongoing mission support activities. Typical tasking will include management and oversight of travel; coordination of program and management briefs including compilation and analysis as required to prepare Government personnel for meetings.
• Research, compile data, and prepare documents in accordance with DoD and DON formats.
• Review documents to detect and correct errors in spelling, punctuation, format, and syntax.
• Assist staff with the development, editing and formatting of PowerPoint, Excel, and Word files as needed.
• As required, assist in the review, proofing, delivery and tracking of PMO and contracts-related documentation.
• As required, ensure contracting documents and packages are prepared and complete for contracting officer signature.
• Provide support such as copying, scanning, faxing, and mailings of documents, briefings, and other materials as required.
• Maintain and update Ops Database as needed.
• Maintain and track action items/tasking as assigned.
• Collect, organize, file and retrieve all documentation, including reports, correspondence, messages, meeting minutes, memos, and all other incidental documentation associated with official business, in accordance with local procedures.
• Files and records reviewed and purged of obsolete documents in accordance with DON and local directives.
• Routing of documentation for review among the PMO staff.
• Serve as back up for new employee onboarding activities including: assisting with onboarding process and supporting documents, onboarding package, completed forms, certificates, systems access, tracking spreadsheet, and applicable training.
• Serve as backup to the SharePoint Specialist to include managing permissions and the SharePoint environment.
• Assist with electronic filing of acquisition-related documentation in the designated repository portal IAW NAVWAR E-Business policy and procedures.
• Manage PMO incoming and outgoing correspondence by physical, telephonic, and electronic means
• Maintain and update Ops Database as needed.
• Provide internal and external meeting support (e.g., scheduling, conference rooms, logistics and prepare materials).
• Serve as back-up for new employee onboarding activities including: onboarding process and supporting documents, onboarding package, completed forms, certificates, systems access, tracking spreadsheet, and applicable training.
• Serve as backup to the SharePoint Specialist to include managing permissions and the SharePoint environment
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the organization.
• Coordinate schedules and assist with all major PMO appointment and event scheduling.
• Ensure schedules are maintained and forecasted at least 2-3 weeks ahead.
• Deconflict foreseeable schedule and calendar issues with internal and external attendees, finding alternate solutions to ensure meeting/conference execution.
• Organize and facilitate the set-up and provisioning of meetings and event spaces
• Enter any leave, telework, or travel on the appropriate calendars.
• Organize and track the schedule in accordance with (IAW) PMO standards.
• Coordinate travel, meeting and event arrangements, as required for supporting contracting personnel.
• Schedule and coordinate official PMO and Contracts 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).
• Prepare travel vouchers for PMO and Contract staff in accordance with DTS directives and procedures. This includes reviewing travel vouchers and identifying errors to the traveler, as necessary and assisting in the adjudication of travel booking and reservation errors/conflicts.
• Serve as the single point of contact authorized to schedule and reserve assigned conference rooms in accordance with local protocol and procedures.
• Maintain up to date PMO office, and conference room calendars as required.
• Provide scheduling of internal and external personnel use of conference rooms
• Ensure meeting/conference rooms are prepped with requested materials/supplies, and arrange for appropriate equipment/services.
• Ensure audio conference lines are de-conflicted and clear for scheduled meetings.
• Initiate telecommunications and oversee logistics for conference lines and ensure videoconferencing (VTC), Defense Connect On-Line (DCO), and/or audio bridge information is available and operational.
• Schedule transition time between meetings to allow for internal communications (i.e. debriefing of meeting content/decisions) and preparation for next meeting.
• Verify meetings and ensure that all necessary attendees have been notified and scheduled to attend. The list of Attendees shall be verified with hosting Government personnel to make sure the right attendees have been identified, invited and confirmed to attend.
• When requested, attend meetings, taking meeting minutes of discussion and formalize results for distribution to attendees and other required recipients. Unless directed otherwise, the meeting minutes shall be typed in the proper format and timely distributed to appropriate personnel as designated by the requiring official.
• Capturing and disseminating messages to appropriate PMO personnel.
• Coordination of visitor requests and badging
• Ensure phone coverage and forward phone if necessary to alternates, take messages and coordinate or provide assistance to external personnel or team members that call.
• Greet and direct office visitors.
• Coordinate visitor badge requests and facilitate badge pick-up and return, as required.
• Handle all incoming and outgoing mail.
• Respond to direct requests for information and/or forward messages to appropriate staff.
• Manage incoming and outgoing Transition Box email.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with individuals internal and external to the organization.
• Maintain office inventory for office supplies. Provide the authorized Government ordering personnel with a required supplies list on a monthly basis, or sooner if necessary, and assist the Government in ordering and restocking of the supplies
• Ensure the main office and supply room is kept orderly and clean.
• Facilitate requests for staff office supplies.
• Stock all Government printers, copiers, and facsimile machines with toner and paper as necessary, clear paper jams, and empty the classified shredder as necessary, following prescribed equipment protocols. When required, coordinate with PMO and facilitate actions necessary for office equipment, computer, and computer peripheral repair and support services.
• Additional administrative duties as assigned.

Qualifications
Must have a minimum of 2-3 years' experience with standard office administrative functions with excellent verbal and writing skills. Must have a High School Diploma, or Associate Degree

• Must be able to obtain US Government Secret Security Clearance
• Possess Eight (8) years of demonstrated experience in office environment working as an Administrative Assistant
• Shall possess aBachelor's degree from an accredited college or university. If no degree, then ten (10) years demonstrated experience..
• Proficient with the Microsoft office suite and ability to create reports, correspondence, spreadsheets, manage multiple calendars, labels, and presentations, using these tools
• Excellent communication skills
• Be fluent (read, write, speak) in the English language

Current, active clearance or prior military experience is a plus