Senior Mission Support Administrator - Summary

The Mission Support Administrator Level III position performs a variety of administrative duties, providing mission support within the Mission Directorates/ Intelligence Community .  The position provides general and specific administrative services and directly supports one or more functions or business areas, including: facilities management, finance, human resources, imaging and publishing, information management, logistics, procurement, medical, security, and general administrative support.  The positions are primarily established in the HQ area and are also located in the domestic and foreign fields.

Occupational Description

The scope of Level III Mission Support Administrator work is to provide guidance and assistance to the completion of complex tasks for general office and/or program support. 

The nature of the position demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements.  The position requires extensive knowledge of administrative processes and procedures in the Agency.  Mission Support Administrator Level III positions are primarily established in the Headquarters area and are also located in the domestic and foreign fields.

Duties/Tasks and Responsibilities

Mission Support Administrators perform a wide range of duties.  Depending on the functions and business areas supported, duties may include the following:

Office Administration

1)  Calendars, phones, email

• Maintains a schedule of appointments for a manager or office
• Monitors e-mail and telephones of manager(s) or office members

 2)  Documents and correspondences

 Drafts, proofreads, edits and gives final review of correspondences

• Tracks status of incoming and outgoing cable traffic
• Produces other documents such as instructions, spreadsheets, presentations, and reports

 3)  Filing and information management

• Maintains tracking records and filing systems; archives files as necessary
• Performs as a recorder or back-up for time and attendance (T&A) accountings for the area of assignment
• Maintains and updates databases or spreadsheets
• Produces content and materials for briefing packages and presents information through briefings to various audiences
• Prepares, tracks, monitors, and analyzes statistics
• Prepares and disseminates information to appropriate individuals/offices
• Processes administrative and personnel paperwork
• Compiles, collates, analyzes, and summarizes abstracting data
• Performs research; retrieves information or documents from databases and the Internet
• Manages responsibilities for pouching of material to the field
• Performs Webmaster services to oversee website changes
• Administers and troubleshoots databases, sets up new user accounts and access; runs reports; performs database clean up tasks
• Performs as Action Officer for oversight, monitoring, and reporting on status of task completion related to the execution of a program, process, or transaction
• Evaluates, proposes, and implements innovative and/or new administrative processes to improve the efficiency and effectiveness of support administration

 4)  Office management

• Plans, schedules, organizes, and executes meetings, conferences, and off-sites
• Participates in meetings and events: serving as recorder or working member of group, and may brief or present administrative support related information
• Makes travel arrangements for unit managers and others
• Escorts visitors and guests
• Opens, sorts and distributes incoming mail, newspapers, faxes, and other publications/documents
• Performs back up duties for other offices within the directorate/office
• Produces and/or prepares weekly status reports on the progress of action items and initiatives for the function or business areas

5)  Cover/Security

• Passes and receives clearances and prepares access lists
• Conducts security processing such as National Agency Checks, name traces, ordering credit reports and reviewing crossover clearances
  6)  Logistics

 Orders supplies and arranges for the repair of office equipment

• Maintains inventory; issues equipment, records, receipts, or supplies
• Orders and assigns various key material in support of customer requirements
• Researches pouch shipments and initiates pouch traces
• Provides oversight and accounting for inventory
• Plans and supports the transportation of material and people
• Plans and supports office renovations and move management activities
• Administers, supervises, or performs work pertaining to the procurement, inventory control, and destruction of registered material utilized by the Agency
• Coordinates Agency wide key requirements within the Agency

7)  Finance

• Maintains and reconciles accounting records, resolves issues
• Processes travel, training, and POV vouchers
• Exercises approval authority for purchasing
• Handles disbursing transactions including airline tickets, metro checks, and general travel information
• Tracks overall budget for component or program
• Performs as designated cash custodian

8)  Contracts Management

• Supports the administration, management, and process for the hiring and maintenance of independent contractor resources
• Prepares contractual instruments and related approval documents necessary to execute contracting actions
• Monitors the status, administration and negotiation of contracts
• May perform Level 1 Contracting Officer Technical Representative Duties

9)  Training

• Participates in the planning and development of training design, delivery, and in the execution of training initiatives
• Initiates contact with potential speakers from industry and academia
• Prepares marketing plans for training products and services

10) Program Management

• Performs as a focal point for a program or process
• Manages or assists with a program or process
• Ensures compliance with Agency regulations and procedures
• Coordinates, tracks, and monitors administrative and program support activity
• Provides back up support to Program Managers

Knowledge, Skills, and Abilities

This position requires extensive knowledge, skills and ability.

Knowledge:

• Extensive knowledge of protocol and precedence, and Agency structure, regulations, and policies
• Extensive knowledge of current practices associated with filing and tracking systems, allowing efficient and rapid storage and retrieval of information
• Extensive knowledge of travel and cover-related activity to perform as Station POC for individuals on TDY
• Extensive knowledge of operational procedures and cover protocols to meet operations flights
• Extensive knowledge of MS Office, current office equipment, computer applications, internal transactional applications, and the Internet, sufficient to train others
• Extensive knowledge of Agency liaison functions to perform as a military exercise participant between Agency and Department of Defense (DoD) entities
• Working knowledge of Contracting Officer’s Technical Representative concepts and principles

Must have active TS/SCI and Fullscope Polygraph - current.