219 Administrative Assistants jobs in Los Angeles

Administrative and Technical Support (Pasadena, CA)

Position Code 1574-20240528

Work Location Pasadena, CA

Security Clearance Secret

Performing the Administrative and Technical Support tasks as identified below. These tasks are extracted directly from the contract statement of work.

DUTIES AND RESPONSIBILITIES:

• All requirements and tasks assigned to Contractor personnel need to be completed in accordance with the schedule and timeframe provided by the assigned Division/Directorates task managers, as required.
• Records and File Management: Perform record and file management and maintenance. Responsible for setting up new files and preparing records for transfer or destruction in accordance with the following approved file plans, DCSA Manual 00-04, "Manual for Records Maintenance and Disposition, Volume 1, Responsibilities and Procedures" dated 23 Aug 2010 and DCSA Manual 00-04, Volume 2 "Manual for Records Maintenance and Disposition - Records Disposition Schedules," dated, Aug 23, 2010.
• Employee in and out processing: Assists the in and out processing official with civilian employee in and out processing. This is completed in accordance with DCSA Regulation 11-273: Civilian Personnel In and Out Processing, dated, Jul 28, 2009. Serve as the primary or back up POC for minor programs such as but not limited to travel cards, process building badges and credentials, Identification cards, maintaining working rosters of the telecom space utilization, copier programs, and training programs within the assigned Directorate/Division, as required.
• Office operational policies and procedures: Required to research and explain DoD, DCSA and internal office operational policies, procedures, and requirements referring to a variety of sources utilizing oral and written communication skills, as required.
• Support to Division Assistant Directors: Provides assistance, phone and desk coverage for the assigned Directorate/Division. Provides general administrative support to GG-15 Division Directors (and their Deputies, etc.), which requires coordination of calendar and schedules, preparation, formation, and/or finalization of official correspondence that includes letters, memoranda, interoffice communications, and staff summary sheets, sensitive or classified reports, as required.
• Time and Attendance Reports: Assists in the preparation of time and attendance reports for the office by means of an automated system. Resolves problems with this automated system, as well as responds to routine and nontechnical requests for information such as reports, suspense dates for matters requiring compliance, forms required to accomplish or request actions in the assigned Division/Directorate, status of actions, and similar information normally available from the files.
• Interact with other internal DCSA departments and sometimes outside Government agencies on a normal basis, as required. Trained and proficient with the Microsoft Office Suite Software and capable of creating a wide variety of documents such as reports, spreadsheets, plan of action and milestone project files, and presentations from data and information located in internal DCSA databases, as required. Responsible for the maintenance of data and information contained in DCSA internal databases that contain sensitive departmental and/or classified information, as required.
• Responds to requests from internal and external offices, distributes correspondence, circulates information, etc., to other staff (to include senior staff) internal and external to DCSA, as required.
• Responsible for maintaining and populating various databases and spreadsheets with data and information in support of assigned Division/Directorates, as required. Required to utilize spreadsheets to track suspense actions and to manage workload, facility assignments, student activities and instructor assignments and other activities as needed; and maintain customer requests, as required.
• Required to collect and collate data for establishment and maintenance of training programs for personnel, while also preparing reports with the collected and collated data, as required.
• Responsible for assisting in the monitoring of agency task management systems spreadsheets, or other means to track internal and external suspense actions and providing assistance to the assigned Action Officers and Division Directors/Assistant Directors in determining active, near overdue or overdue actions for each directorate/division; responsible for advising and sending reminders to management on lead time or addressing upcoming issues. Required to provide advice on effective management of workload and assignments.
• Responsible for maintaining tracking records to ensure assigned Action Officers and Division Directors/Assistant Directors have accurate and current information regarding vulnerability assessment schedules, assessment report status, Letters to Management, security vulnerabilities, and facilities in-process. Responsible for maintaining a variety of office logs and files; complex schedules and office calendars; and updating internal staff directories, as required.
• Creation of a variety of documents: Responsible for creating a wide variety of documents (often complex) to include reports, spreadsheets, presentations, quarterly newsletters, program brochures, and the majority of any outgoing letters, memorandums, and other interoffice/interagency communications and corporate correspondence; responsible for composing the first draft through to the final draft for publishing and/or obtaining the Directorate/Divisions signature, when required.
• Assist Action Officers and Division Assistant Directors /Assigned Division: Responsible for reviewing incoming documents/taskers for appropriate action with specific emphasis on deadlines for respective Directorate/Division. Provide assistance to Action Officers and Division Assistant Directors with staffing packages, documents, and reminders of deadlines to meet suspense's, as needed. Responds to routine and non-technical requests for information such as reports, suspense dates for matters requiring compliance, forms required to accomplish or request actions, status of actions, and similar information normally available from DCSA files, as required.
• Intra-office communications: Responsible for correspondence management that includes intra-office communications. These communications are managed by the Action Officers and Director and Assistant Directors, as needed. Management of other incoming correspondence includes forwarding correspondence and actions items (with the required background information) to the appropriate staff, when required. Responsible for reviewing outgoing correspondence for procedural and grammatical accuracy, and conformance with general policy, etc. before the correspondence is sent out. Draft reports should also be made available upon request of the DCSA Senior Management for review prior to being sent outside of DCSA, when required.
• Preparation of packages and classified document maintenance: Required to prepare and revise reports, letters, memoranda, statements, forms, and similar documents from handwritten or rough copy materials. Responsible for proofreading documentation, correcting format, grammar and spelling errors, as required. Other document maintenance duties include maintaining and securing classified and For Official Use Only (FOUO) documents and files, as well as overseeing the destruction of classified and FOUO documents and files. Assists in the preparation of packaging of documents and files which requires interaction with DCSA Mailroom staff with regard to sending and receiving items by maintaining the mail tracking system and the classified accountability log, when required.
• Functions as the POC for the Field Offices (as required) on the Industrial Security Database. Responsible for receiving and processing monthly updates, maintaining the monthly roll-up, and responding to special queries by the DCSA HQ, Regional Director (RD), program manager and/or the local Field Office Chief (FOC). Responsible for assisting the Industrial Security Representatives (ISR) in compiling and editing correspondence to customers and contractors, as required.
• Gather Company Information: Provides support to the ISR by visiting the web sites of contractors to gather company information. Responsible for preparing material and assisting with the logistics for the Industrial Security Advisory Council (ISAC) or National Classification Management Society (NCMS) meetings and training conferences. Coordinates with the FOC and ISRs to maintain a calendar of scheduled work and events for the Industrial Security program, as required.
• Responsible for maintaining and keeping current various local industrial security databases and spreadsheets in support of management and IS Representatives such as Special Access Programs (SAPS), Critical Assets Assurance Program (CAAP), Critical Infrastructure Protection (CIP), Research and Technology Protection (RTP), COMSEC Accounts, Arms Ammunition and Explosives (AA&E) and User Agency POC, as required.
• Responsible for compiling, preparing, maintaining, and updating metrics forms used within the Industrial Security Program for presentation. Responsible for running queries in the Industrial Security Program databases, such as Industrial Security Facilities Database (ISFD), Joint Personnel Adjudication System (JPAS), and Electronic Facility Clearance System (eFCL), and providing lists, metrics, statistical trends and data summaries, and reports from those sources, as required. Responsible for responding to general questions from cleared contractors relating to JPAS and eQip, when required.
• Responsible for coordinating and/or conducting telephonic surveys of new contractors. Coordinates and communicates with the DCSA Facility Clearance Branch (FCB) regarding ongoing survey matters;
• Monitors and coordinates communications for eFCL databases completion;
• Coordinates communication with ISR regarding eFCL FOCI analysis requirements;
• Coordinates and conducts web reviews in relation to surveys and assessments;
• Coordinates data calls for classified contract performance and, as appropriate, coordinates e-FCL with the Action Officer or Directors /Assistant Directors;
• Coordinates FCL termination with RD's or FOCs and the DCSA FCB;
• Assists the RD or FOC, ISR and Information Systems Security Professional (ISSP) in vulnerability case data collection;
• Researches and responds to questions from industry
• Performs telephonic assessments of Excluded Parties; and Maintains facility file folders.
• Maintenance of Facility Records: Maintains the official facility records and ensures that updates to core facility data are reported to the FOC, when required. If changes to the Standard Form (SF) 328 "Certificate Pertaining to Foreign Interest", or the name or address changes for the facility or Facility Security Officer (FSO), etc. are identified, brings these changes to the attention of the assigned ISR, as required. Contacts facilities to arrange or obtain verification of reviews or visits, obtains POC information for reviews/visits and any other data required for the reviews/visits.
• Conference Room Coordination (mandatory for all Tasks) (as applicable): Serves as the POC for conference room reservation requests and conference room-related questions within assigned the Directorate/Division. Responsible for reserving DCSA conference rooms and maintains agency conference room calendars. Responsible for notifying the Technical Support POC about meetings that require audio and/or visual technical support and of all problems with audio, visual, or Video Tele-conferencing equipment. Responsible for verifying that all DCSA conference rooms located within the assigned Directorate/Division remain in a conference-ready state.
• Support Information System Security Professional (ISSP) (As applicable): Assists the ISSP Team Lead and Action Officer in maintaining databases used to track certifications and accreditations of Information Systems Electronic Communications Plans (ECP's) and other National Industrial Security Program (NISP) Authorization Office (NAO) Suspense Tracking Mechanisms.
• Responsible for managing correspondence for assigned DCSA components, when required. This task includes monitoring general mailboxes, assigning emails to action officers for action, or loading tasks into Agency Task Management System as appropriate and ensuring requests and Request for Information (RFIs) receive responses in a timely manner. Responsible for updating shared drives for assigned Directorate/Division.
• Assists in researching information relating to the ordering of office and other basic supplies.
• Maintains office supplies inventory and order supplies as required; assists in yearly inventory assessments, when required; reviews invoices to confirm materials were received as ordered and submits to RM for payment and Government Credit Card (GOVCC) reconciliation.
• Day-to-Day Office Management: Provides day-to-day office management that includes assisting in inventory, obtaining, and stocking supplies as needed (e.g. maintaining paper at printer stations, status of shredder machines); maintains the electronic Automated Data Processing (ADP) inventory and office equipment; and monitors and follows up on office equipment maintenance as appropriate. (Office equipment also includes postage machines.)

• 2 years' experience in relevant administrative and technical support experience relating to the requirements listed above.

• None

• Secret at time of hiring

• High school diploma or equivalent

• Longeviti, LLC, as the employer, herein notifies each employee candidate and hired employee of the enterprise-wide employee requirement to follow and adhere to all Longeviti Occupational Safety, Health, and Environmental (LOSH)-E controls, policies, procedures, standards, rules, regulations, orders, and guidelines as a condition of employment (herein referred to as safety controls) as directed by Longeviti, LLC supervision, management, and administration.

• Hourly Range: $22.80/hour

• Longeviti offers a comprehensive and generous benefits package. The Longeviti benefits package includes medical, dental, and vision insurance for the employee and/or families . Longeviti also includes basic life insurance plus short- and long-term disability for the employee. Employees may elect to enroll in our company's 401k plan. Employees will also accrue paid time off and holidays. Additional voluntary options include legal coverage, supplemental insurance plans, and commuter benefits.

Immediate need for a talented Administrative Professional Lead - Administrative Assistant . This is a 06+ Months Contract opportunity with long-term potential and is located in Santa Monica CA (Hybrid) . Please review the job description below and contact me ASAP if you are interested.

Job ID:25-75035

Pay Range: $40 - $45/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location).

Key Responsibilities:

• Manage daily calendars for senior leaders, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Arrange and reserve conference rooms, catering, audio/video and other services as needed for meetings and conferences.
• Coordinate travel arrangements and submit expense reports in an efficient manner using Concur.
• Drive key team activities and events (such as team meetings, strategy sessions, conferences, ordering supplies and social events).
• Handle tasks proactively and efficiently to ensure seamless coverage for all supported staff.
• Build and maintain good business relationships with executives and administrative staff across the organizations.
• Complete ad hoc administrative requests in a timely and detailed manner.

• Skills- Calendar Management, Travel Arrangements
  and Investment Banking/Financial Services Background
• 7+ years of administrative experience, preferably at a large global organization in the financial services industry.
• Ability to work independently and assume additional responsibilities as the need arises.
• A positive and 'can-do' attitude.
• Desire and ability to provide outstanding service to internal and external clients.
• Maintains focus with sense of urgency, while upholding respect for others.
• Proven track record to managing competing priorities and meeting tight deadlines.
• Excellent communication skills (written and verbal).
• Strong computer skills (Concur T&E System, MS Word, Excel, PowerPoint, Outlook).
• A high level of attention to detail.
• Discretion in handling confidential information in all aspects of work.

 Administrative Assistants duties are tailored to the needs of the team or individual they assist, so the roles and responsibilities of Administrative Assistants can vary.

Common duties you may include in your job description are:

• Answering phones and greeting visitors
• Scheduling appointments and maintaining calendars
• Collecting and distributing mail
• Preparing communications such as memos, emails, invoices or reports
• Writing and editing letters, reports and instructional documents
• Creating and maintaining electronic and physical filing systems
• Managing accounts and performing basic bookkeeping
• Performing data entry and analysis
• Assisting with event planning and coordination
• Ordering and maintaining office supplies
• Processing expense reports
• Managing travel arrangements
• Decision-making skills to work autonomously and manage specific tasks
• Communication and collaboration skills to support personnel, management and clients
• Organizational skills to maintain order and ensure executives attend appointments and meet deadlines
• Writing skills to ensure emails, letters, documents and social media posts uphold the brand identity
• Familiarity with data entry software, such as Excel, Sheets or Typeform
• Proficiency in office software (Microsoft Office, Google Suite)
• Calendar and schedule management skills
• Knowledge of office procedures and equipment
• Familiarity with customer service principles
• Ability to handle confidential information responsibly