Administrative Assistant - Level III - Military veterans preferred

2020-06-14
Kellogg Brown & Root (www.kbrjobs.com)
Other

/yr

  full-time   employee


Washington
District of Columbia
20080
United States

Title:

Administrative Assistant - Level III

KBR Government Solutions delivers full life cycle professional and technical solutions that improve operational readiness and drive innovation. Our solutions help ensure mission success on land, air, sea, space and cyberspace for the Department of Defense, intelligence community, NASA and other federal agencies. KBR’s areas of expertise include engineering, logistics, operations, science, program management, mission IT and cybersecurity.

Location: Washington, DC Metro Area

The Level III Administrative Assistant (AA) will manage, coordinate, and/or provide comprehensive administrative support within the WDC area that are essential to the orderly and efficient accomplishment of the work of a group, office, program or project, and/or its leadership team. May require lifting or carrying equipment averaging 50 lbs. and may require shift work and/or occasional local and domestic travel.

TS/SCI with Polygraph is required.

Essential Duties and Responsibilities:

  • Serve as action officer or focal point, providing E2E support to a process or program, including follow-up, tracking, monitoring, and coordination through multiple levels. Lead administrative activities of work unit. Maintain schedule of appointments, coordinate meetings, and follow-up on requirements.
  • In collaboration with government POC, interpret and apply established policies and regulations.
  • Oversee, coordinate, and monitor task completion of other contractors.
  • Analyze statistics and develop metrics to evaluate and summarize process or program results.
  • Coordinate process workflow and resolution of issues across multiple work units. Troubleshoot and quality check process or workflow results.
  • Administer, maintain and update office databases and/or spreadsheets, including time and attendance; set up new user accounts and accesses; run reports; perform database clean up tasks.
  • Prepare and brief stats reports.
  • Create and deliver status or informational briefings on project, process, function, or business area.
  • Gather budget requirements and/or monitor spend plans
  • Provide back up support in absence of Program/Project Managers.
  • Adhere to Company and Group regulations, policies, and procedures to ensure all activities are in compliance. Seek government guidance as appropriate.
  • Analyze workflow of activities; recommend and implement changes to improve efficiency and effectiveness.
  • Teach, train, and guide other contractors to instill best administrative practices, foster an understanding of the rationale for processes and procedures, and enable delivery of high-quality support.
  • Lead the day-to-day administrative activities of a work unit. Maintain schedule of appointments, coordinate meetings, and follow-up on requirements bringing them to completion for a manager or others in the work unit.
  • Plan, schedule, organize, and execute meetings, conferences and offsites; participate in meetings and events as recorder or working group member; brief or present administrative support related information; represent work unit at meetings or events
  • Draft, proofread and edit manager or office correspondence and original, non-template documents.
  • Manage move activities, construction or renovation projects within work unit. Coordinate schedule to minimize disruption in operations. Monitor progress and alert managers of delays or issues.
  • Ensure administrative support coverage by coordinating or performing back-up duties for other offices within the work unit.
  • Organize work unit information. Manage and archive office files in compliance with Records Control Schedule. Maintain relevant reference and working files/materials.
  • Develop check-in/check-out procedures for arriving and departing personnel, including submitting new user accounts and access requests.
  • Greet and/or escort all office visitors and guests.
  • Arrange travel, coordinate itineraries, or otherwise support travel for work unit managers and staff, including passport/visa requirements.
  • Create and submit travel, training and POV vouchers.
  • Order supplies, maintain inventory, issue equipment, trouble-shoot and arrange for equipment repairs, oversee and account for inventory.
  • Open, sort and distribute incoming mail, newspapers, faxes or other documents. Track and monitor status of incoming and outgoing cable traffic.
  • Pass and receive clearances; prepare visitor requests and access lists; serve as vault custodian.
  • Other duties as assigned.

Basic Qualifications:

  • High School Diploma OR GED Equivalent
  • Minimum of four (4) years of prior administrative support or comparable experience, demonstrating increased levels of complexity and responsibility in the areas of problem solving, working independently, maturity, judgment, and initiative. Applicable vocational education may be substituted for up to one (1) year of work experience.

Required Skill Set:

  • Extensive knowledge of Microsoft Office Suite applications (e.g., Power Point, Word, Outlook, Excel)
  • Basic understanding of Project Management fundamentals, enough to plan, coordinate, and execute E2E administrative support to a process, project/program or functional area.
  • Analytical skills enough to assess and interpret highly complex information from multiple sources and develop insightful recommendations and solutions.
  • Excellent communication skills enough to respond to customers' complex questions; communicate procedures and processes to management. co-workers, customers, and stakeholders; and to provide guidance on pertinent changes to business functions and operations in a manner that is easily understood.
  • Writing skills enough to compose original, non-template, clear and concise moderately complex written products.
  • Planning and organizational skills to systematically manage, coordinate, track, and complete workflow activities.
  • Representational skills (tact, diplomacy, protocol) to represent work unit at meetings, events, forums and in Company Working Groups, with Government guidance.
  • Strong interpersonal skills to gather task information, project requirements, project specifications from customers and to maintain effective working relationships with team and customers.
  • Time management skills to meet and adapt to changing requirements or priorities.
  • Ability to establish, maintain, and leverage a wide range of contacts and professional relationships to network and liaise across the Company/Group.
  • Ability to be discreet and maintain confidentiality.
  • Ability to teach, train and guide less experienced administrative support contractors, fostering an understanding of the rationale for processes and procedures.

KBR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity or expression, age, national origin, veteran status, genetic information, union status and/or beliefs, or any other characteristic protected by federal, state, or local law.

Scheduled Weekly Hours:

40

KBR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity or expression, age, national origin, veteran status, genetic information, union status and/or beliefs, or any other characteristic protected by federal, state, or local law.

KBR is a global provider of differentiated professional services and technologies across the asset and program lifecycle within the Government Solutions and Energy sectors. KBR employs approximately 38,000 people worldwide (including our joint ventures), with customers in more than 80 countries, and operations in 40 countries, across three synergistic global businesses:

Government Solutions , serving government customers globally, including capabilities that cover the full lifecycle of defense, space, aviation and other government programs and missions from research and development, through systems engineering, test and evaluation, program management, to operations, maintenance, and field logistics

Technology Solutions , featuring proprietary technology, equipment, catalysts, digital solutions and related technical services for the monetization of hydrocarbons, including refining, petrochemicals, ammonia and specialty chemicals, as well as inorganics

Energy Solutions , including onshore oil and gas; LNG (liquefaction and regasification)/GTL; oil refining; petrochemicals; chemicals; fertilizers; differentiated EPC; maintenance services (Brown & Root Industrial Services); offshore oil and gas (shallow-water, deep-water, subsea); floating solutions (FPU, FPSO, FLNG & FSRU); program management and consulting services

KBR is proud to work with its customers across the globe to provide technology, value-added services, integrated EPC delivery and long term operations and maintenance services to ensure consistent delivery with predictable results. At KBR, We Deliver .