New

Administrative Assistant

Life Cycle Engineering
sick time, 401(k)
United States, Virginia, Norfolk
5301 Robin Hood Road (Show on map)
Feb 21, 2025
Administrative Assistant Position Summary: As Administrative Assistant, you will serve as a member of a team supporting to the day-to-day activities of the Assistant Chief of Staff (ACOS)/Director of Ship Maintenance and Material, Assistant Director, and the office staff at Commander, Naval Surface Force Atlantic (AIRLANT). *For full consideration please apply by Friday, Feb 28th Clearance Requirement: Must be a US citizen with a current/active DoD Secret security clearance. Essential Functions and Responsibilities: Prepare documents in a timely and accurate basis, to include narrative, technical, or statistical reports Use computer and appropriate software for creating, storing, retrieving, formatting and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; responsible for correct spelling and grammar; reviews materials prepared for supervisor's approval for accuracy and proper format, typed, automated or handwritten text. Maintain working relationships with other organizational support functions, such as Control and Distribution, Publications Services Office, Technical Information Services Office, to ensure timely, accurate processing of reports for final drafts, reviews, and distribution. Maintain project schedules, travel plans and personal itineraries for assigned staff; assure that travel arrangements, security requirements, and administrative support are properly accomplished; coordinate all necessary forms. Prepare correspondence for Deputy's review and ACOS signature. May scan and sort incoming mail and interoffice correspondence into priority categories; note items of interest based on current projects; may retrieve and attach background material before distributing. Maintain recurring internal reports, and other types of data as requested; establish and maintain files as directed; follow up on pending matters to assure that schedules are met; maintain office supply inventory. Utilize spreadsheet, graphics or database software programs; also will maintain information systems and databases. Operate standard automated office systems and equipment to include electronic mail, conference room scheduling and other internal automated systems, fax machine, copy machine and scanning equipment. May serve as technical resource for other staff members on software questions and issues. As the Department Security Manager, assist personnel with security clearances; maintain up-to-date knowledge of relevant DOD government security regulations, provide advice and guidance to office staff, ensure compliance with requirements. As the Department Information Assurance Manager (IAM), have extensive knowledge of IA principles, methods, procedures, and practices in accordance with FED/DOD/DON guidelines. Ensure that all implemented measures/procedures to protect Information Technology (IT) resources from destruction or theft and disaster recovery plans are adhered to. Assist in all new, transfer, or removing user accounts. Verify and sign SAAR-N forms for user accounts and verify all users complete annual IA training. Investigate and report on all Electronic Spillages and incidents to the proper agency. Coordinate and process paperwork and correspondence for the staff and outside agencies on a variety of security actions such as badges, clearances, violations and briefings; maintain computer database on status of security clearances; update and prepare reports as needed. Utilize computers and appropriate software to produce timely and accurate typed materials, narrative technical, or statistical in accordance with prescribed procedures; review materials prepared for the staff to ensure accuracy and format; establish and maintain office files. Maintain calendars, make appointments, and arrange for meeting rooms. Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and other types of data as requested. Anticipate and prepare materials needed by the staff for such activities as conferences, correspondence, appointments, meetings, telephone calls, and inform staff on matters to be considered. Explain to staff administrative requirements concerning office procedures; coordinate human resources and other administrative forms for the office and forwards for processing. Solicit all Divisions within the Department for projected travel funding requirements. Track quarterly travel budget expenditures to ensure the departments do not exceed the allotted amount of funds required for travel. Required Education, Skills, and Experience: High School Diploma Must be able to assist with developing and implementing solutions to meet the client's business needs. High degree of written proficiency, accuracy and attention to detail. Excellent time management skills. Self-motivated, ambitious, and flexible with an ability to cope and function well under pressure. Excellent interpersonal and team-working skills and a positive 'can-do' attitude. Exceptional written and oral communication skills (including presentation skills) with the ability to relay technical information to a mixed audience. Physical Demands and Expectations: Regular physical activity to include walking, climbing stairs, and standing; frequent periods of prolonged sitting may be required. Ability to speak, read, hear, and write, with or without assistance. Ability to use phone and computer systems, copier, fax and other office equipment. This position description represents a summary of the major components and requirements of the outlined job. Other duties and responsibilities may be assigned or required as business needs dictate. Questions regarding this description should immediately be addressed to the department manager or to Human Resources. L IFE CYCLE E NGINEERING Life Cycle Engineering (LCE) is a privately held, employee-owned company with an emphasis on "doing the right thing the right way", which applies to the way we treat our customers and employees. We are proud to have been recognized as a "Best Place to Work" in Engineering and in many states and local communities in which we work! Learn more below and at www.lce.com. Mission Our mission is to enable people and organizations to achieve their full potential. As a professional services organization, our mission is focused on our clients' people and organizations. It is our company's cornerstone belief that we will not lead the industry in assisting our clients unless we excel at helping our own people and teams reach their full potential. Culture Our corporate culture encourages personal and professional growth because LCE's success depends on the talent, innovation, professionalism, and commitment of its employees. LCE is a strengths-based organization focused on turning individual talents into strengths and then turning individual strengths into organizational performance that supports our clients' success. Benefits** Affordable Medical/Dental/Vision Plans for employees and their families Free Employee Life and Disability Insurance, with supplemental coverage options available Health Savings Account and Flexible Savings Account options Company matched 401(k) & company-funded Employee Stock Ownership Program (ESOP) Paid Vacation, Holiday, Sick Leave Continuing Education and Professional Development programs at all levels Flexible Schedules and Relaxed Dress Code Employer-sponsored events, social collaboration, and open communication Free access to an extensive online training library, including certification prep Bonus Program for outstanding contributions, Employee Referral Program, numerous Recognition Opportunities, and more... Benefits may vary by business unit and location. https://www.lce.com/why-work-at-lce/#benefits Life Cycle Engineering (LCE) shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that LCE take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, because of or on the basis of pregnancy, childbirth, or related medical conditions, including, but not limited to, lactation, and any other status protected by applicable state law. In addition, LCE will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. LCE shall also abide by the requirements of 29 CFR Part 471, Appendix A.