Roles and Responsibilities:
The primary duties of the Contractor are to provide expert level administrative support for senior executives and must be highly proficient with Microsoft Office Suite applications. The Contractor should have knowledge and experience in Department of Defense programs and have knowledge and experience to effectively interact with staff at all levels of government. It is also essential to have the ability to provide administrative support for meetings, draft correspondence, and gather background information to support senior officials. • Management of incoming office phone calls
• Coordination and management of Director calendar
• Preparation and delivery of the Weekly Activity Report to RD Front Office
• Managing front office data calls and requests • Assisting with visitor requests and ensuring availability of visitor escorts
• Transmittal of security requests
• Facilitating team registration for external meetings
• Preparation and administrative support for Office staff meetings
• Assisting Director and team members with travel and DTS
• Assisting Director and team members with administrative items as needed
• Assisting Director with formal Office correspondence
• Other duties as assigned
• In the absence of Office Director, provision of full support on all duties to acting Director
• Execution of CATMS Manager functions for supporting office. (Critical)
Expectations for CATMS Manager. Government expects the CATMS manager to assume responsibility for monitoring tasks, communicating with the Director about the status of the office’s tasks, overseeing the correct completion of the tasks, and following up to ensure that the office has met all its responsibilities on the task:
• Support package development and review via Correspondence and Task Management System (CATMS) • Assists Action Officers with building CATMS packages • Ensures all packages from Action Officer are compliant with the OUSD(R&E) Correspondence Guide prior to uploading into CATMS • Delivers a hardcopy to the necessary office
• Corrects simple clerical/ formatting errors to ensure minimal delays in package processing • Ensures all packages are properly progressing throughout the coordination process alerting the Action Officer of any issues • Monitor CATMS system daily for new and status of existing tasks
• Upon receipt of new task, communicate with Director or his/her designee to identify Office lead subject matter expert (SME). If Director wishes to refuse the task, communicate with the RD front office immediately.
• Assign task to designated SME
• Communicate directly with SME to ensure awareness and understanding of scope and suspense
• Interact with RD and R&E front office staff to identify elements of package needed to complete action
• Work with SME and provide administrative support to the development of response package
• Once response has been approved by Director or his/her designee, upload to CATMS and deliver hard copy of package to RD front office (as needed)
• Proactively follow-up with RD and R&E front office staff (and coordinating offices as needed) to monitor status of package and facilitate edits/revisions
• At weekly staff meeting, provide update on status of all open taskers that have not yet been submitted to RD front office
• As appropriate close out CATMS taskings upon verification of completion
• Upload and maintain files on CATMS packages in office shared drive
• Follow office CATMS SOP and update as needed Minimum Qualifications/Requirements/Certifications:
• Active Top Secret Security clearance required. • MUST have experience with the Correspondence and Task Management System (CATMS) and Defense Travel System (DTS).
• US Citizenship and a current Security Clearance or having held one during the last two years. (History of higher clearance a plus)
• Proficient in all Microsoft Office products.
• Strong written/oral communication and interpersonal skills at the SES / General Officer Level Preferred Qualification/Requirements:
• Contractors with a DCID 6/4 eligibility within the last five (5) years are highly preferred
• 5-10 years of experience Minimum Education:
A Bachelor’s degree from an accredited college or university is required. Substitution for Education: Degree requirement waived in lieu of significant recent and relevant work experience: minimum of five (5) years’ active duty military experience working for Senior Executives or minimum of ten (10) years’ experience working for a civilian/industry Senior Executives