The Tatitlek Corporation · 1 day ago
TIA Staff Assistant III
US-VA-Arlington
Full-time
Onsite
Senior Level
$55.20/hr - $55.20/hr
7+ years expThe Tatitlek Corporation is a company that focuses on providing support in the field of threat investigations and analysis. The Staff Assistant III will provide comprehensive support to the TIA Deputy Assistant Secretary and Front Office staff, ensuring efficient operations and effective communication within the department.
Civil EngineeringConstructionFacilities Support ServicesMapping ServicesProject Management
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Manages all aspects of operations for the TIA Front Office along with the TIA Special Assistant and Executive Administrative Assistant
Serves as the acting Special Assistant when necessary to function as the main interlocutor between TIA and the rest of DS to facilitate the crucial flow of threat information
Drafts, processes, reviews, and edits incoming and outgoing materials to include briefing papers, DS forms, correspondence, reports, memoranda, and other forms of written communication on behalf of the TIA DAS
Communication may be time-sensitive, personnel-sensitive, and/or classified
Oversees the tracking and monitoring official correspondence and tasks assigned to the TIA Front Office via the DSS Task Tracker (DS’s official task management system)
Directly liaises with TIA program offices and other directorates to obtain status updates and additional guidance (as/if needed) to ensure timely responses to tasks assigned
Analyzes the functions and operations of the TIA Front Office and presents recommendations for greater productivity, efficiency, and effectiveness
Establishes and maintains working relationships throughout DS to ensure TIA operations run efficiently, and to facilitate coordinated efforts when/if needed
Serves as TIA’s HR liaison and routinely engages with DS/HR personnel to update civil service position descriptions as needed, and to discuss current and/or upcoming vacancies on behalf of the hiring managers within the directorate
Manages all required security measures and ensures operational requirements are met for the TIA Front Office secure space by serving as the Assistant Special Security Representative (ASSR)
Communicates regularly with TIA support staff to improve upon existing standard operating procedures/practices for administrative and logistics
Reviews the TIA Directorate organizational chart for accuracy and oversees the creation/distribution of emergency contact cards for TIA leadership and support functions
Communicates (written and orally) directly with and provides guidance to TIA office directors to address matters of direct concern to the DAS and other DS senior staff
Tasks appropriate TIA offices with providing written products and/or briefings needed for upcoming U.S. dignitary travel. Initiates and tracks subsequent internal TIA tasker to ensure trip and/or briefing materials are delivered in a timely manner
Oversees the compilation of TIA’s Weekly Activity Report (WAR) and ensures the timely submission of the WAR to the DAS and the DS Front Office for Coordinates the TIA VIP speaker series and TIA directorate morale events
Responsible for coordinating all aspects of all VIP visits to TIA, to include facility access, passing clearances, logistics, escorting, and confirming the availability of meeting space/schedules
Mentors’ incumbents of the Executive Administrative Assistant position and provides direct guidance to ensure daily objectives are met and tasks are Serves as the main point of contract for all FOIA-related inquiries for the TIA directorate
Oversees the TIA DAS’s Coordinates with Office Management Specialists (OMS) within TIA and/or personnel from other directorates or agencies to schedule appointments/coordinate internal and external meetings for the TIA DAS
Ensures that the TIA Executive Administrative Assistant is prepared to onboard new hires/newly transferred employees to ensure a smooth transition into the TIA Front Office; create/transfer computer accounts, request badges and appropriate accesses, assist with setup for wireless May provide guidance to TIA program offices to assist with onboarding efforts as needed
Manages the annual inventory process for the TIA Front Office by ensuring all workstations are provisioned with appropriate equipment and that all equipment is in good working order. This includes tracking the replacement life cycle of assets
Serves as the visa coordinator for the DAS. As the coordinator, ensures that visa requests for DAS travel are prepared and dropped off in time to allow sufficient visa processing time
Maintains the access roster to a Sensitive Compartmented Information Facility (SCIF) and ensures classified documents are destroyed at the end of each
Serves as the primary timekeeper for TIA Front Office personnel and the office directors for each of TIA’s program offices
Serves as travel arranger for the TIA DAS and Front Office staff; processes reservations, authorizations, and vouchers on behalf of travelers; serves as the back-up travel arranger for the TIA Directorate
Ensures that the contact information listed on the Department’s Organizational Directory and TIA’s SharePoint sites is updated to reflect appropriate contacts and job titles
Monitors and maintains office supplies for TIA Front office; processes all office procurement to include supplies, equipment, furniture, and computer hardware, following approval from TIA’s Resource Manager. May also complete procurement orders for subordinate offices as needed
Coordinates logistical and facility service requests and deliveries as needed
The incumbent of this position will perform driving, they will be responsible for maintaining the vehicle and service logs for the TIA Front Office’s government owned vehicle
Driving duties will include driving the DAS to meetings, driving required to facilitate obtaining foreign visas, and hand-carrying information between the Department and DS Headquarters
Participates in special studies of the administrative or management aspects of sensitive situations identified by the Bureau, Department, or external audit The incumbent gathers facts and analyzes results relevant to the specific issues he/she has been assigned to investigate and collaborates with other appropriate organizations in gathering and analyzing facts and data
Formulates conclusions and recommendations for action and submits them for incorporation into a formal written report and oral presentations, as necessary, for various levels of management
Other duties and projects as assigned
Qualification
Required
U.S. Citizenship required
Must possess or obtain/maintain minimum a TOP SECRET clearance with ability to obtain special access requirements (SCI)
Seven (7) years of specialized experience, in lieu of degree
Ability to work in a fast-paced environment and meet deadlines under pressure
Ability to work in an independent and self-directed manner with minimal supervision or tasking
Advanced knowledge of management, support, and organizational skills, including the application of a wide range of qualitative and quantitative methods, to conduct surveys and studies of Directorate organizations and operations to assess productivity and efficiency
Comprehensive knowledge of the Bureau's and the Department's structure, missions, functions, and operations to coordinate extensive studies related to assessing and improving the Bureau's organizational structure, workflow, staff size, and occupational mix
Ability to communicate orally to liaise with senior management officials and present recommendations to management
Ability to communicate in writing to develop policy, guidance, instructions, and reports of findings and recommendations as well as to write reports, correspondence, and other documents
Must be proficient with Microsoft Office to support reporting and tracking work activities, particularly SharePoint, Word, Outlook, and Excel
Must have excellent written and oral communications skills, and the ability to interact with individuals at all levels
Must have excellent organizational skills, attention to detail, and the ability to work independently and as a member of the team
Must have a valid state or District of Columbia driver's license
As a condition of employment, must pass a pre-employment drug screening, as well as have acceptable reference and background check results
Preferred
Bachelor's degree Preferred: Business, Management, or related fields
Preferred: Department of State experience
Company
The Tatitlek Corporation
The Tatitlek Corporation is a contractor that provides satellite imagery, IT, facilities operations and maintenance services for the region.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase