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Senior Administrative Assistant/Project Information Specialist

VISTA Technology Services • United States, United States • 1w ago

Summary

Title:Senior Administrative Assistant/Project Information Specialist

Job ID:250061-B

Locations:Arlington, VA

Description

VISTA Technology Services, Inc. (VISTA) is currently seeking a Senior Administrative Assistant/Project Information Specialist to support a U.S. Trade and Development Agency (USTDA) contract reporting onsite 4-5 days a week in Arlington, VA. This position is contingent upon contract award. Responsibilities:

Supervise data input and quality assurance in Microsoft SharePoint and the Trade and Development Agency Management Information System (TDAMIS), oversee verification of fiscal, program, contract, grant, and project data prior to entry, run advanced data queries and generate reports for leadership, and provide input to the Chief Information Officer (CIO) and Deputy CIO on system testing, problem resolution, and upgrades

Direct the creation and maintenance of the agency's project and program library holdings database, ensure segregation and proper handling of public versus confidential reports, oversee accurate inventory management of reports, and deliver bi-annual library holdings analysis reports w/executive summaries for website

Develop and run program and financial reports for inclusion in the annual report and on the agency website, review and validate grant and contract deliverables for accuracy and completeness, and review draft Requests for Proposals (RFPs) for consistency prior to posting

Update and maintain the Information Resources Center (IRC) Document Flow Process Map, recommend and implement process improvements to streamline agency workflows, and maintain and update IRC manuals, standard operating procedures (SOPs), and the Administrative Manual

Oversee Freedom of Information Act (FOIA) support activities (request logging, system updates, redactions, draft responses), manage processing of internal and external requests for project and agency reports, track report circulation and ensure proper check-out procedures, approve and distribute participant lists from agency events, and respond to and route public inquiries appropriately

Supervise onboarding and offboarding, provide training and technical assistance to staff on IRC functions and business processes, and mentor junior administrative staff to build capacity in project information management

Basic Qualifications:

10+ years of administrative management or related work experience

Business or Information Management degree

Ability to manage multiple facility, scheduling, and IT systems tasks

Experience providing facilities support and setting up conference/board/training rooms to include AV systems

Experience providing on-site technical support, troubleshooting issues with AV equipment during events (microphone and monitor connectivity, access to presentations/visual materials, etc.)

Experience with information and records management

Experience creating and implementing organizational/administrative management policies and procedures

Experience creating and editing audio-visual content such as presentations and videos

Experience with administrative services such as office management, building and facilities management, human resources, and/or security

Ability to manage multiple tasks, prioritize work, meet deadlines, and identify and resolve complex problems

Excellent written and verbal communication skills

Proficiency with Microsoft 365 Suite (Excel, SharePoint, OneDrive)

Physical ability to lift and move large number of files and/or file boxes

Tier 2 Public Trust required; Must be able to obtain and maintain a Secret security clearance

VISTA offers competitive pay and a comprehensive benefits package.

Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information. To learn more about VISTA and to apply for this position, please visit our website at www.vistatsi.com. VISTA is an Equal Opportunity Employer/Minorities/Disability/Veterans Employer

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