Office Management Staff Officer

Triglocon; Hilo (HI); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Medical, Dental & Vision Coverage

Paid Time Off

Paid Holidays

Disability & Life Insurance

401(k) Retirement Plan

Professional Training

Job summary

A government contractor in Hilo, Hawaii is seeking an experienced candidate who will perform as the primary action officer for various tasks, including coordinating tasks and ensuring completion of requirements. The ideal applicant will possess a bachelor's degree in business or management or at least seven years of relevant experience. Responsibilities include assisting with staff management, preparing reports, and overseeing records management, with proficiency in Microsoft Office Applications. Benefits include medical coverage, PTO, and a 401(k) plan.

Qualifications

• Bachelor's degree or higher in business or management or 7 years of relevant experience.
• 7+ years of relevant experience required.
• Experience with Microsoft Office Applications.

Responsibilities

• Coordinate task responses and ensure all requirements are met.
• Assist with staff management and administration.
• Prepare reports and summaries for executive review.
• Review outgoing correspondence for approval and policy adherence.

Skills

Coordination skills

Non-technical writing skills

Organization skills

Customer service skills

Briefing skills

Project management

Strategic planning

Resource management

Effective communication (oral and written)

Education

Bachelor’s degree or higher in business or management

7 years relevant experience

Tools

Microsoft Office Applications

Job description

Duties May Include:

• Perform as primary action officer for tasks assigned, which includes coordinating the task, ensuring that all requirements are met and fully addressed, ensuring that leadership has reviewed and approved the task response, and ensuring that task response is prepared for release prior to the suspense date and time.
• Assist the Business Executive, Staff Officers, and Leads in all duties related to AOT and its subordinate offices.
• Provide coordination support for Continuity of Operations (COOP), Business Continuity Planning (BCP), Space planning, and position management to ensure goals are attained.
• Prepare special or one-time reports, summaries, or replies to inquiries relating to the mission, selecting relevant information from a variety of sources such as reports, documents, correspondence, and other offices, etc., under general directions.
• Assist the Business Executive, Staff Officers, and Leads with staff management and administration of daily activities.
• Prepare Action Items and Notes commitments made by executives during meetings and arrange for Data Squads’ implementation.
• Anticipate and prepare materials needed for conference, correspondence, appointments, meeting, telephone calls, etc., and inform lead officer on matters to be considered.
• Review outgoing correspondence for executive’s approval and alert authors to any conflict with the file or departure from policies or executive’s viewpoints; give advice to resolve the problems.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; draw attention to important issues, and initiate actions as directed.
• Review publications, agency regulations and directives, and take action or refer those that are important to the Business Executive and his/her staff.
• Advise administrative personnel in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc.
• Strong Internal/External Coordination, Non-technical writing skills, organization skills, and customer service skills.
• Able to extract and synthesize complex information to prepare briefings, read‑ahead materials and other documentation.
• Briefing skills, project management, strategic planning, organizational skills, and resource management.
• Strong ability to communicate effectively, both orally and in writing.
• Strong ability to work cooperatively and collaboratively as a team member and meet schedules and timelines consistently with attention to detail.
• Competency to work independently and under pressure.
• Understanding the concepts of COOP/BCP, space planning, Defense Travel System (DTS), records management, and visit/event coordination.
• Strong Problem Identification, Analysis, and Resolution skills.
• Performs as an Information Officer (IO) responsible for facilitating Records Management for the assigned organization. IO duties include ensuring the following actions are completed: Office Inventory of all admin and mission records; Office File Plan is in place; filing systems for hardcopy and softcopy records have been established; office personnel are trained on records management processes; and Records are being filed appropriately.

Required Qualifications:

• Possess a bachelor’s degree or higher in business or management related field or at least 7 years of relevant experience in lieu of a bachelor’s degree.
• Possess at least 7 years of relevant experience.
• Demonstrated experience of Microsoft Office Applications and demonstrated the ability to independently develop material using these applications.

Desired Qualifications:

• Demonstrated experience and demonstrated proficiency to perform general staff officer duties using general guidelines for desired product(s).
• Demonstrated experience in gathering information to synthesize functional needs.
• Demonstrated experience in Research/Information Gathering.
• Demonstrated experience with the intelligence analysis and production process.
• Basic understanding of the make-up of the NSG, the role of functional managers, and the relationships between NSG members and partners.
• Demonstrated experience and of Department of Defense and the Intelligence Community practices, missions, and policies.

Benefits:

• Medical, Dental & Vision Coverage – Coverage for eligible employees and family through CareFirst and VSP.
• Paid Time Off – PTO granted in accordance with contract requirements.
• Paid Holidays – 11 federal holidays observed annually.
• Disability & Life Insurance – Short‑term/long‑term disability, life insurance, and AD&D coverage included.
• 401(k) Retirement Plan – Competitive plan managed through Ameritas.
• Professional Training – Formal training provided as required, with additional learning opportunities based on role.