Operations Support Specialist III

As an Operations Support Specialist Level III, you'll be a linchpin in ensuring seamless program operations and administrative excellence within a DoD acquisition environment. You'll leverage your expertise in project management and program analysis to streamline workflows, meticulously track risks, and provide critical oversight for diverse projects. A master communicator, you'll be responsible for drafting, reviewing, and staffing high-level documents, while independently managing and synchronizing complex, cross-functional actions. Your role also encompasses comprehensive administrative support, including calendar management, meeting facilitation (classified and unclassified), travel coordination (DTS expert), supply management, and general office efficiency, all while adhering to strict DoD regulations and best practices.

• The contractor shall use project management, DoD acquisition, or another related skills to execute a variety of program analysis responsibilities.
• The contractor shall work to streamline operations and programmatic tasks.
• The contractor shall support projects or tasks which involve tracking risk and providing constant status or process oversight.
• The contractor shall write, review, and staff high-level staff action papers, studies, policies, and acquisition documents as required.
• The contractor shall independently manage, synchronize, and track multiple, complex, and cross-functional actions.
• The contractor shall communicate effectively, both orally and in writing, among a variety of audiences.
• The contractor shall use Microsoft Office suite of software, with specific experience in effective use of Outlook, PowerPoint, Excel, and Word.
• The contractor shall draft, review, staff, file, format, and update for final review a variety of documents (i.e., memorandums, correspondence, briefings, information papers, issue papers, and meeting minutes).
• The contractor shall draft, review, staff, file, and update a variety of documents, to include memorandums, information papers, presentations, issue papers, and meeting minutes.
• The contractor shall obtain and maintain all information regarding the projects and events he/she is responsible for managing and provide updates on issues, upcoming meetings, briefings, and taskers related to assigned projects, both orally and in written form.
• The contractor shall monitor/protect acquisition-sensitive materiel.
• The contractor shall perform planning and scheduling activities in conjunction with the Operations Division at JPM CBRN Sensors.
• The contractor shall assist in the development and maintenance of requirements and program documentation and maintain a list of required documents for assigned programs with corresponding projected need dates.
• The contractor shall assist in determining appropriate assignments; setting priorities, monitoring progress, and reporting on progress to meet established milestones and deadlines.
• The contractor shall assist in the review, preparation, and submission of responses to formal taskers related to acquisition and program office operations.
• The contractor shall apply current Modern Language Association (MLA) format, as well as Department of Defense (DoD) and Army Regulations (ARs) (including AR 25-50) for correspondence and memoranda.
• The contractor shall apply DoD classified document safeguarding, destruction, and proper handling procedures.
• The contractor shall implement a set of standard administrative practices that ensure quality and efficiency consistent with organizational and DoD community operations and business priorities.
• The contractor shall manage day-to-day functions for efficient office operation, including but not limited to the following:
• Answering all phone calls and ensure messages are taken and acted upon when leadership is unavailable
• Greeting and escorting visitors
• Process visitors and coordinate Visit Authorization Requests for Government staff and/or stakeholders.
• Ensuring effective communication across all program areas
• Following DoD, Army, and organizational templates and best practices
• Managing and creating documents, briefs, and reports
• Coordinating facility and logistics support for meeting rooms
• Operating video teleconference and general audio-visual equipment
• The contractor shall organize and keep the calendar for leadership, tracking daily and leave schedules; providing packages, read-aheads, slides, and agendas for planned meetings/ events; and notifying leadership of upcoming events/meetings.
• The contractor shall manage and facilitate staff meetings, to include making reservations for a meeting room and the video teleconference/teleconference/web conference (as applicable), aggregating slides from the appropriate points of contact, setting up meeting rooms for meetings (to include checking for connectivity), and drafting and sending out meeting minutes.
• The contractor shall attend (either in person or via teleconference/video teleconference/web conference) and facilitate classified and unclassified senior- level visits as well as home office hosted meetings. Facilitation is included but not limited to the following:
  
  
  
  • Reserving appropriate meeting locations and a teleconference/video teleconference/web conference (as applicable)
  • Preparing agendas
  • Sending out meeting notifications
  • Providing a read ahead and other required support documentation for every meeting at least twenty-four hours prior to the meeting start time
  • Setting up the meeting space and ensuring connectivity
  • Participating and/or providing support functions during the meeting
  • Drafting meeting minutes while following appropriate classified and unclassified meeting procedures.
  
  
  
  
• The contractor shall serve as the organizational expert on DTS. In this function, the contractor shall assist to coordinate travel requests and complete all travel arrangements required CONUS and OCONUS (e.g., developing orders and vouchers, planning accommodations and transportation, etc.).
• The contractor shall perform the following supply management duties:
  
  
  
  • Keep track of supply requirements/stock
  • Consolidate and coordinate supply orders.
  • Coordinate through the financial team and Government card holder for confirmation of supply orders
  • Keep supply area and documentation organized.
  
  
  
  
• The contractor shall track and distribute information requests.
• The contractor shall distribute mail.
• The contractor shall manage, maintain, and de-conflict calendars and schedules for the Product Director office; specifically, for the Product Director (PD) and the Deputy PD. This includes coordination with external agencies and organizations. For holiday schedules and special events, the contractor shall maintain the leave calendar for PD leadership.
• The contractor shall complete service orders for routine maintenance and repairs in accordance with the applicable JPEO-CBRND policies and procedures.
• The contractor shall assist with Information Technology and Help Desk Support.
• The contractor shall assist with evacuation of personnel during emergencies.

• Minimum of three (3) years of experience in administrative activities.
• Ability to use the Microsoft Suite of software applications (e.g. Outlook, Power Point, Word, Excel) to create and maintain documents and communications.
• Secret Clearance Required