Administrative Officer - Ardent Eagle Solutions

About Us:

Are you ready to join an exceptional team that's rewriting the future of national security and global impact? Welcome to Ardent Eagle Solutions (AES), a dynamic and rapidly expanding small business that's at the forefront of supporting the Federal Government, Department of Defense (DoD), and Intelligence Community (IC) on a global scale.

 

At AES, we don't just embrace change; we drive it. We're in the business of transforming challenges into opportunities, and ordinary careers into extraordinary journeys. As part of our team, you'll be at the heart of groundbreaking missions that shape the course of history and protect our nation's most critical interests.

 

Our commitment to success doesn't end with our customers; it begins with you. We're dedicated to nurturing the talents of our remarkable employees and propelling them to new heights of excellence. Here, you'll find a culture that empowers you to excel, innovate, and realize your full potential.

Overview:

The objective is to provide ELPO with essential program management and administrative support services so they can operate efficiently. The emphasis of these services will focus on automating workflows and data entry, verifying data, building SOPs, and other process improvement areas. The ideal candidate for this work is someone with expertise in compliance programs who has excellent attention to detail, competency with the required software, and good oral and written communication.

Background:

The Ethics Law and Programs Office (ELPO), a subdivision of the Office of General Counsel, which administers the Department’s ethics programs. In addition to the traditional role with providing advice and counsel to all Department officers, employees, and former employees regarding the conflict-of-interest statutes and the Standards of Conduct and Hatch Act, ELPO is responsible for tracking all regulatory required compliance actions, including administration of the public and confidential financial disclosure programs, and the ethics education program. This includes tracking and responding to the U.S. Office of Government Ethics program compliance requirements, such as the annual questionnaire, non-federal travel support reporting, and ethics related services to non-traditional employees, such as Federal advisory committee members. The ethics program includes requirements to establish standards, policies, and procedures, general program compliance administration, monitoring and auditing the effectiveness of the program, establishing and verifying the efficacy of internal reporting systems, as well as addressing any oversight data calls or noncompliance remedial actions. In support of this, ELPO requires intensive and detail-oriented digestion and analysis of program data in a timely, accurate, and complete manner; review of regulatory requirements for policy adjustment; program compliance tracking; and timely responses to requests for guidance and oversight inquiries.

Responsibilities:

Executive Correspondence System (ECS) 

Maintains executive correspondence control systems, control logs, and tracking systems of all correspondence received for signature and action. Prepares weekly reports and reviewing incoming correspondence and action documents, assuring proper handling in accordance with the Office and the Department procedures, and advising on matters that require expeditious handling.

 

 SOPs and Process Improvement 

Responds to administrative inquiries and resolves a variety of conflicts on administrative policies and processes among organizational issues. Evaluate administrative procedures and determine when changes need to be made and independently work to implement necessary changes. Documents workflows by creating or updating Standard Operating Procedures for use by EO staff, as well as other OGC staff.

 

Travel 

Arranges domestic and foreign travel including scheduling transportation, making reservations, and preparing travel orders and vouchers.

 

Training

Assists with training requests, including distributing guidance on procedures, preparing training requests, and routing for approvals.

 

Time Tracking 

Creates and maintains Excel files on new employees to be uploaded into SharePoint for attorney time-tracking activities.

 

• Performs administrative duties with instruction but generally without substantial supervision of individual tasks, including receiving, screening, and routing telephone calls and visitors from other Federal organizations, private industry, and the public.
• Maintains control of incoming and outgoing mail/packages; copying, scanning, printing, and compiling documents; obtains office equipment and supplies; and maintains security containers and systems to ensure compliance with requirements for handling national security classified and other sensitive materials.
• Maintains the Office calendars; schedules appointments and conferences; arranges meetings, assembling background materials and records; utilizes electronic mail and electronic calendaring systems.
• Provides human resources support as assigned, including preparing recruitment packages to fill staff vacancies.
• May serve as the intern coordinator for the Office or assist the intern coordinator.
• Supports day-to-day building and space management operations which includes, but are not limited to, building renovation activities, evaluation, and reconfiguration of existing leased space; tenant moves; providing efficient building services and preventive maintenance, safety, recycling, joint space, parking, and transit benefits. Supports all phases of a comprehensive agency-wide records management program which includes records, drawings, disposition, retention schedules, forms management, vital records, and mail operations. Implements, monitors, maintains, and supports various administrative programs including records management, files management, property management, and security reports; and performs a variety of administrative support functions for the Office supervisors and staff as well as providing technical support services to facilitate the workflow of the office. Maintains and updates the Office internet site.
• Assists in developing and implementing administrative policies and procedures for assigned areas of responsibility.
• Reviews, analyzes, and interprets administrative directives and policies issued by the organization.
• Recommends the establishment of, and prepares administrative policies and procedures for implementation throughout the organization.
• Provides advice and assistance to management on manpower, personnel management matters, travel, training, performance appraisals, awards, surveys, and special studies.
• Utilizes extensive knowledge of the organization’s resource management system, program objectives, and applicable regulations, guidelines, directives, principles, and practices to monitor, and maintain efficient and effective training programs.

Qualifications:

Approximately 6 years of experience in the field or in a related area.

Clearance:Public TrustEducation:

Requires a BS/BA degree (or equivalent)

Benefits and EEO:

At Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:

• Medical/Dental/Vision Coverage
• Matching 401(k) Plan
• Continuing Education Assistance
• Paid Time Off

This job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned. Selected candidates may undergo a government security investigation and must fulfill eligibility criteria for accessing classified information. US citizenship may be a prerequisite for certain roles.
 
Ardent Eagle Solutions is an Equal Opportunity Employer

 

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