Administrative Specialist - DCBL

ITMS, Inc.; Washington (District of Columbia); On-site; USD 80,000 - 84,000; Full time

Job summary

ITMS, Inc. is seeking an Administrative Specialist to support a high-level DCBL (DCBL) program within Naval facilities. The role focuses on executive support, calendar management, document preparation, and coordination of travel and meetings for SES leadership and staff.

The position requires U.S. citizenship, a minimum of five years in an office setting, and strong proficiency with Microsoft Office and internal databases. The role is based in Washington, DC, with full-time hours.

Qualifications

• U.S. citizenship required.
• High School diploma or equivalent; college degree preferred.
• Minimum five years of office experience.
• Proficient with office automation software (Microsoft Office 2007+).
• Fluent in reading, writing, and speaking English.

Responsibilities

• Executive Support – screen and respond to calls from SES and DoD leadership; manage calendar; prepare briefing documents; arrange transportation.
• Manage the tasker system packages and follow up on due dates; send reminders to leaders and supervisors.
• Handle office supplies and equipment requests; ensure printer issues are resolved per CIO instructions.
• Prepare routine letters and memos; type and proofread documents; maintain correspondence files.
• Input data into MIS systems (Word, Excel, PowerPoint); maintain logs, calendars, and contact lists.
• Assist with new employee onboarding/offboarding; maintain calendars and conference materials; ensure proper clearance and PII handling.
• Coordinate travel needs; input travel orders; ensure vouchers and reimbursements are processed timely.

Job description

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

About the Organization ITMS, Inc. (ITMS) is a professional services and program management company that has delivered expert advice to clients since 2000. ITMS is a respected woman-owned small business that is well established in both the public and private sectors. Over the last 26 years, ITMS has focused and successfully delivered on contracts across many service areas.

Position Administrative Specialist – DCBL

Description

RESPONSIBILITIES

• Executive Support – Responsible for screening and responding to telephone calls from other SES members, senior Navy and Department of Defense leadership and their staffs. The holder of the position will maintain the DCBL’s calendar daily, following-up on scheduled meetings, print and compile briefing documents, and arrange transportation when/if needed. Specific day today tasks may require screening and responding to visitors and incoming correspondence, and referring calls and visitors to the appropriate staff, responding to requests for information concerning office procedures, and controlling all incoming and outgoing correspondence in a timely manner, determining the appropriate level of staff support for all requests for information. Coordinate and plan events, meetings, conference room bookings and arrange appointments for the DCBL Director and his staff as well as assembling established background materials as directed. The position holder is expected to perform standard clerical duties such as typing, faxing, photocopying, filing, picking up and distributing mail, receiving telephone calls and visitors and maintaining correspondence files.
• Tasker System – Responsible for managing and coordinating the tasker system packages received by DCBL and following up on due dates, ensuring all taskers are completed on time. Effort includes sending out reminders to DCBL Leaders and supervisors responsible for the tasker and loading responses in the tasker system accordingly.
• Office Supplies and Equipment - Responsible for completing and submitting all requisition requests for office supplies, printing, and maintenance for approval. Responsible for ensuring all printer issues are resolved in accordance with CIO instructions. The OSR Form should be reviewed by a senior program analyst so the current fiscal year Financial Information Pointer (FIP) and Work Center (WC) can be assigned for proper resourcing.
• Typing & Correspondence - Type a variety of documents from draft to final version using a personal computer. These documents require the production of memorandum, reports, forms, spreadsheets and similar material and require proofreading for grammatical and spelling errors. Qualified candidates will also be expected to prepare routine non- technical letters and approve form letters.
• Management Information Systems (MIS) - providing data input into various systems, i.e. Word, Excel, and PowerPoint in support of the above administrative duties. This includes maintaining the correspondence log in TRIMS (Total Records Information Management System), serializing outgoing correspondence and updating and maintaining office calendar, office recall/contact lists and leave request in MS Outlook.
• Office Management – Assist the designated office in support of new employee’s check- in/check-out process, minor property inventory control, Command Information Office (CIO) /Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement. Additional management requirements include maintaining supervisor’s calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets and handouts, maintaining internal office reports and filing system, such as personal files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list. Administrative Specialist will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, ensuring proper clearance has been obtained, and coordinating all personnel and administrative documentation for new employee in- processing. Securing all Personal Identifiable Information (PII) and coordinating with all NAVFAC business and support lines to ensure a smooth check-in process.
• Professional Registration Board – Responsible for maintaining the DCBL inputs to the Command Professional Registration Board, ensuring it is kept up to date.
• Travel - Support DCBL staff in fulfilling travel needs by properly inputting travel orders into DTS and ensuring vouchers are completed and travel reimbursements are processed within 5days of travel for all DCBL staff. Manage a log of DCBL travel cost to assure payment is finalized. Provide initial review and comply with special controls for SES travel. Schedule transportation through the Executive Motor Pool.
• Perform other administrative activities as requested.

QUALIFICATIONS

• Individual must be a United States Citizen.
• Education: High School diploma or equivalent is required. College degree is preferred.
• Experience: A minimum of five years of work experience in an office environment is required.
• Required to possess intermediate skills in office automation software (i.e MICROSOFT OFFICE 2007 based program or higher and other types of office database software, such as ORACLE.)
• Be able to read, write and speak English fluently. Have the ability to prepare clear, well- organized written correspondence.
• Have no outstanding criminal warrants or felony convictions. Must be able to pass a background investigation.

WORK HOURS

• Normal 40-hour work week, Monday through Friday, 8am to 4pm EST

PLACE OF PERFORMANCE

• Naval Facilities Engineering Command, Headquarters 1322 Patterson Ave, SE, Bldg. 33, 1st floor

Pay Range: $80k to $84k

Full-Time/Part-Time Full-Time

Location Washington DC

This position is currently accepting applications.