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Security Manager (Rosslyn, VA) DoS

McManis & Monsalve Associates (MMA) is currently recruiting for an Executive Administrative Assistant (Security Manager II) in support of a contract with the Department of State at our Rosslyn, VA location. Position is full-time, exempt. Start date is immediate upon selection and security clearance processing and receipt.

SUMMARY

 In support of the Department of State (DoS), Diplomatic Security (DS), Threat Investigations and Analysis (TIA) Directorate; the incumbent will be assigned to one of six program offices within TIA to provide administrative and office management support and program assistance. The selected candidate will be assigned duties specific to the programmatic needs of the individual office to ensure direct administrative support to the Office Director; coordination with other administrative, operational, and logistical entities both inside and outside of TIA; and continuity of executive level activities.

PRINCIPAL DUTIES AND RESPONSIBILITIES

 Duties and responsibilities include but are not limited to:

 ·        Maintain the Office Director's and office shared calendars; maintain, update, and manage the Office Director’s schedule; organize, create electronic invitations to, and identify appropriate space for meetings; screen and answer incoming calls; and organize and schedule office events as required by the Office Director;

·        Support proper security protocol, act as visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed.  Serve as Unit Security Officer and/or Assistant Special Security Representative as needed or directed;

·        Coordinate office contributions to the Weekly Activity Report (WAR) and subsequent submission to the TIA Front Office;

·        As assigned, attend meetings on behalf of the office and capture and distribute minutes derived from the meetings;

·        Identify and track deadlines for assigned taskers; regularly review the DSS Tasker Tracker and disseminate/highlight new requests for the Office Director, supervisors, and/or office teams

·        Prepare office documents, such as cables, memoranda, letters, briefing papers, etc.; draft routine correspondence; proofread documents received for Director's signature; organize and prioritize documents directed to the office; ensure deadlines are monitored and met;

·        Receive, open, and distribute office mail; prepare interoffice and external mail; operate office equipment (PCs, fax machines, phones, copiers, etc.), make copies;

·        Perform word processing, database, SharePoint, and spreadsheet activities; maintain SharePoint and other databases and archives;

·        Prepare and/or edit organizational charts, memos, and other general office documents and material; regularly update and maintain employee records and contact information;

·        Research and prepare written incident chronologies and summaries for inclusion in office publications; maintain annual incident chronologies in support of monthly, quarterly, and annual publications.  Conduct database research and summarize findings;

·        Manage and maintain the office filing system, organize and retire records as appropriate and per mandatory records retirement schedules;

·        Prepare Time and Attendance records for Government hires using WebTATEL software, and ensure the collection of contractor time and attendance records for signature by CO;

·        Conduct a wide-range of Human Resources (HR) activities on behalf of the office, to include but not limited to:  overseeing in- and out-processing procedures for new hire and departing employees to include overseeing assigned workspace, cell phone issuance, GO tokens, and generating documentation for computer access and identification badges; analyzing staffing patterns; assisting with coordination of recruitment and hiring actions with HR;

·        Act as proxy for the Office Director and/or supervisors to monitor the preparation and submission of annual evaluations for Civil Service and Foreign Service personnel;

·        Coordinate with office administrative staff to order office supplies and equipment and organize repairs of facilities or office equipment;

·        Perform other administrative duties as assigned an/or as directed/required by the Office Director, including IT support and logistical assistance and driving duties for the Office Director, supervisory personnel, and other staff as needed;

·        Serve as back-up in the absence of the resident Program Analyst and/or Administrative Analyst; provide project and other administrative support as required.  Establish and maintain office procedures in coordination with the Program Analyst and supervisory staff;

·        Assist with Administrative Analyst duties as needed, including but not limited to duties related to the maintenance of office infrastructure, equipment, and space, creation of official travel arrangements, submission of passport and visa paperwork, and preparation of travel vouchers for program office personnel; and

·        May conduct/coordinate special projects of a non-recurring nature, or other duties as assigned.

REQUIREMENTS

 Undergraduate degree in Business Management, or related field, and a minimum of five (5) to seven (7) years related specialized administrative experience.

• Two (2) years direct government contracting experience at task/project management level and applicable Industry Certification desired.
• Ability to work in a fast-paced environment to meet deadlines and handle pressure situations is a must
• Must be tactful, highly organized, and be able to interact with individuals at all levels.
• Must be proficient with Microsoft office Suite software (Word, PowerPoint, Excel, SharePoint) and basic desktop publishing.
• Must have excellent written and oral communications skills, and the ability to interact with individuals at all levels.
• Must have excellent organizational skills, attention to detail, and the ability to work independently and as a member of the team.
• Knowledge of general office management policies, practices and procedures.
• Experience working with databases.
• Prior experience with DS or Department of State preferred.
• Must have a valid State or District of Columbia driver’s license.

Degree not required with seven (7) to nine (9) years of specialized administrative experience. Specialized experience includes security policy and standards development, risk analysis and scheduling, logistics, budget analysis, project management planning responsibilities.  Experience with applicable security requirements and practices in the civilian sector of the Federal government. Must have demonstrated experience consistent with security principles and best practices with applicable Federal regulations and guidelines.

Mandatory Requirement:  Applicants selected for this position may be subject to a Government Security Investigation and must meet eligibility for access to classified information, Top Secret/SCI clearance level.  Entry onto duty will be assigned upon receipt of a final TS/SCI clearance; interim clearances cannot be accepted for all program offices. 

MMA is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action (Minorities/Female/Individuals With Disabilities/Protected Veterans), VEVRRA Federal Contractor. Contact us if you need a reasonable accommodation for any part of the employment process. All resumes are held in confidence. MMA participates in E-Verify.