Office Management Staff Officer - TS/SCI with CI Poly

ENS Solutions, LLC; Springfield (VA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Free Platinum-Level Medical/Dental/Vision coverage

401(k) contribution from day one

Paid time off and 11 paid federal holidays

Disability insurance

Tuition, certification, and professional development assistance

Relocation assistance

Job summary

ENS Solutions, LLC is seeking an experienced Office Manager/Staff Officer in Springfield, Virginia. This role encompasses various administrative and operational responsibilities critical for effective office functionality. Candidates should have at least 7 years of office management experience and a Bachelor's Degree in a relevant field. Benefits include comprehensive medical coverage, a 401(k) plan from day one, generous paid time off, and assistance for professional development.

Qualifications

• A minimum of 7+ years of relevant office management or administrative experience.
• Strong written and oral communication skills.
• High level of attention to detail and ability to prioritize workload.

Responsibilities

• Perform a full range of administrative duties including managing calendars and scheduling.
• Draft and edit official correspondence and reports.
• Coordinate and support office staff meetings and events.

Skills

Interpersonal skills

Organizational skills

Problem-solving skills

Written communication

Oral communication

Technical skills with Microsoft Office Suite

Experience with SharePoint

Education

Bachelor’s Degree in Business, Management, or related field

Tools

Microsoft Office Suite

NGA Central Electronic Routing and Tasking System (N-CERTS)

Defense Travel System (DTS)

Management and Execution Tracker (MET)

Job description

Overview

The Office Manager/Staff Officer is a versatile and proficient professional responsible for performing a wide range of administrative and staff support functions with a high degree of independence. This role is central to the effective operation of the office, requiring the ability to manage competing deadlines, resolve administrative challenges, and support office leadership by ensuring business processes are executed efficiently. The position requires strong organizational skills, attention to detail, and the ability to work collaboratively across the organization.

Responsibilities

• Perform a full range of administrative duties, including managing calendars, scheduling, and coordinating meetings, reserving conference rooms, setting up Video Teleconference (VTC) or online meeting connections, and anticipating and preparing materials needed for conferences, Town Halls, off‑sites, appointments, and briefings.
• Serve as a suspense coordinator for the office, using systems like N‑CERTS to receive, track, coordinate, and respond to internal and external taskers. Draft and edit routine correspondence, reports, and staff summaries to ensure they are accurate and adhere to agency standards.
• Draft, review, and edit official correspondence, memoranda, weekly activity reports, briefings, and meeting minutes. Prepare special or one‑time reports and summaries by selecting and synthesizing relevant information from various sources. Articulate and exchange information in a professional tone to achieve efficient business rhythms.
• Coordinate and support office staff meetings, governance forums, and other events. Prepare agendas, distribute read‑ahead materials, and deliver and distribute meeting minutes while tracking action items to closure.
• Assist with travel arrangements by preparing travel orders and vouchers in the Defense Travel System (DTS) and creating requests in the Management and Execution Tracker (MET). Assist with conference planning. Coordinate logistics for office moves, update seating charts, initiate equipment trouble tickets, and manage office supplies by serving as the POC to inventory stock and coordinate purchase lists.
• Maintain office records and files in compliance with agency policy. Update SharePoint sites, distribution lists, organizational charts, and recall rosters. Work closely with the Primary Information Officer and designated Information Officer within the Directorate’s Front Office in their assigned duties. Maintain security groups, distribution groups, and folder permissions to ensure access to and security of files.
• Manage office logistics, including inventorying and purchasing office supplies, coordinating office moves, updating seating charts, and initiating equipment trouble tickets.
• Identify administrative issues and assist in the analysis and development of improved business processes, checklists, or Standard Operating Procedures (SOPs). Assist in the development, maintenance, or improvements of Directorate business operations policies.

Qualifications

• A minimum of a Bachelor’s Degree in Business, Management, or a related field.
• A minimum of 7+ years of relevant office management or administrative experience. If a degree is not held, 10+ years of directly applicable experience is required.
• Demonstrated interpersonal, organizational, and problem‑solving skills.
• Strong written and oral communication skills with the ability to synthesize information and prepare clear, concise materials.
• High level of attention to detail and the ability to prioritize a dynamic workload with competing deadlines.
• Experience interacting professionally with staff at all levels, including senior leaders and external partners.
• Proven ability to work independently on assigned tasks and as part of a collaborative team.
• Ability to analyze information and make recommendations to address the functional needs of the organization.
• Technical skills – extensive knowledge and demonstrated skill with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using and administering SharePoint sites.
• Demonstrated knowledge of office IT equipment (copiers, scanners, facsimile machines, computer workstations, phones, teleconference/video equipment) with the ability to operate such equipment independently when completing administrative tasks.

Desired Skills

• Proficiency with government systems, including the NGA Central Electronic Routing and Tasking System (N‑CERTS) and the Management and Execution Tracker (MET).
• Experience using the Defense Travel System (DTS).
• Working knowledge of the Defense Civilian Intelligence Personnel System (DCIPS) and PeopleSoft.

Benefits

• Free Platinum‑Level Medical/Dental/Vision coverage, 100% paid by the employer.
• 401(k) contribution from day one.
• Paid time off and 11 paid federal holidays.
• Long and short‑term disability insurance.
• Group term life insurance.
• Tuition, certification, and professional development assistance.
• Workers’ compensation.
• Relocation assistance.