Senior Office Operations Specialist

Amentum - Aberdeen Proving Ground, MD

Full-time

Aberdeen Proving Ground, MD

Professional, Scientific, and Technical Services

About the position

Amentum is currently seeking a Senior Office Operations Specialist to join our team at Aberdeen Proving Ground, MD, supporting the Project Manager Intelligence Systems & Analytics - Army (PM IS&A) for the Joint Tactical Terminal (JTT) program. This role is critical in providing comprehensive support services that enhance the efficiency and effectiveness of office operations. The Senior Office Operations Specialist will be responsible for a variety of tasks that include tracking special duty and ad hoc actions, coordinating facilities management, and assisting with security functions, including access to the program office and Sensitive Compartmented Information Facility (SCIF). In this position, the specialist will coordinate office security tasks such as managing building badges and processing visitor requests. They will also be responsible for submitting requests or tickets for service, writing and updating scenarios for operational planning and emergency preparedness, and preparing quarterly and annual reports. Participation in Integrated Product Teams (IPTs) and coordination meetings is essential, as is attending and assisting the PM in high-level meetings. The role also involves safeguarding and delivering Government material, coordinating and aligning meetings, and preparing meeting minutes. Additionally, the Senior Office Operations Specialist will provide general administrative support for conferences, meetings, and Town Halls, including the preparation of administrative and conference-related documents and correspondence. They will assist with onboarding activities for new employees and help deliver required training while tracking compliance with training requirements for professional development. The specialist will also support and assist other administrative and operations personnel in office procedures, ensuring they are updated on changes related to correspondence, messages, reports, forms, filing, training, travel security, and personnel procedures.

Responsibilities

• Tracking special duty and ad hoc actions.
• Coordinating facilities management.
• Assisting with security functions including access to the program office and SCIF.
• Coordination of office security tasks such as building badges and visitor requests.
• Submitting requests or tickets for service.
• Writing and updating scenarios for operational planning and emergency preparedness.
• Preparing quarterly/annual reports.
• Participating in IPTs and coordination meetings.
• Attending and assisting the PM in high level meetings.
• Safeguarding and delivering Government material.
• Coordinating and aligning meetings; participating in recurring meetings; preparing meeting minutes.
• Providing general administrative and set-up support for conferences, meetings, and Town Halls; preparation of administrative, conference-related documents and correspondence.
• Assisting with onboarding activities for new employees.
• Assisting with delivery of required training and tracking individuals' compliance with training requirements for professional development.
• Supporting and assisting other administrative and operations personnel in office procedures.

Requirements

• Bachelor's degree required.
• At least ten (10) years of direct experience with providing general administrative and set-up support for conferences, meetings, and Town Halls; preparation of administrative, conference-related documents and correspondence is required.
• An additional five (5) years of related experience may substitute education.
• Detail-oriented with excellent technical, verbal, and written communication skills.
• Knowledge of AR 25-50 with regards to formatting and proofreading documents, such as meeting invitations, memorandums, confirmations.
• Experience with management of suspenses/tasks received from higher headquarters by sending out original taskers, reminding tasked individuals/officers of suspenses, collecting finished taskers, closing taskings.
• Direct experience with the HQDA Task Management Tool.
• Direct experience with producing Situational Reports (SITREPS) and briefing charts.
• Proficient with PowerPoint and Adobe SW.
• Experience with MIRARs or similar accounting system; experience as a SharePoint administrator.
• Experience with office security tasks such as building badges and visitor requests; experience with DISS to assist with office security tasks.
• Must have a US Government Secret Clearance.

Nice-to-haves

• Bachelor's degree in Business Administration or similar field.