Administrative Professional - Executive Communications Support Analyst

Responsibilities:OBXtek is currently staffing for an Administrative Professional - Executive Communications Support Analyst at DHS-Office of the Chief Human Capital Officer
The Executive Communications Support Analyst shall provide high-level administrative support to the Director and the leadership team, to include:

• Assisting in developing tracking systems or maintaining existing tracking systems to monitor and track taskers, notify DHS POC when suspense is near or due and provide other support to the Chief of Staff, including task management, communicating required follow-up actions with task owner, and researching possible past responses available for re-use ; and data calls related to OCHCO management. Consolidate information and draft responses to taskers as required.
• Assist with COS Package Coordinator duties, to include:
  • Ensuring COS packages mailbox is monitored, and all e-mails are handled
  • Ensuring both soft and hard copies were submitted
  • Logging all packages (once soft and hard copies received) into tracker
  • Reviewing packages to see if all required elements are included, correct templates are used and that there are no obvious typos
  • Forwarding task tracker identification number and link from tracker to appropriate COS team desk officer and notes in tracker
  • Making edits if COS team desk officers need assistance
  • Verifying that updates that are sent to the mailbox are also noted in tracker (forwards applicable e-mail to desk officer for action, if required)
  • Posting final, approved documents (including all attachments) to tracker and saves drafts to the shared drive
  • Sending e-mail with link to CHCO ExecSec that package is ready for distribution/clearance and place hard copy package in CHCO ExecSec inbox or
  • Submitting final drafts to DHS Office of Public Affairs (OPA) if COS Team desk officers need assistance
  • Verifying that the “in process” tasks in the inbox match what's showing in the task tracker as in process/overdue
  • Assist CHCO ExecSec with uploading old Congressional correspondence into the SharePoint repository.
  • Assist Special Projects Team with the following:
  • Archiving/cleaning up/organizing the HQ Surge Capacity Force (SCF) inbox
  • Scrubbing the SCF volunteer database quarterly to ensure that it remains current
  • Assisting with DHS Volunteer Force registration processing
  • Assisting with event/meeting prep, to include taking photos and collecting fun facts/pronunciations from new employees, room setup, establishing an Adobe Connect link for the meeting, etc.
  • Drafting updates to team web pages
  • Provide expertise, guidance, and assistance to program office personnel with regard to drafting and developing all applicable Information Management documents required for successful completion of OCHCO mission. This information must be in accordance with National Archives and Records Administration (NARA) guidelines. The contractor shall assist with identifying and supporting current records management tools, assist with creating records management working group, assist with drafting guidance documents for OCHCO’s record management, Liaison with Management directorate’s record Management POC to advocate for OCHCO‘s record management needs and priorities, and maintain SharePoint site with resources relating to records management.
  • Develop standard document naming convention across OCHCO. After the establishment of records management, the contractor shall assist the OCHCO records management POC in promoting compliance across OCHCO through regular communications, advice and other support services.

Qualifications:Must be able to obtain a DHS Suitability
The Administrative Professional - Executive Communications Support Analyst shall have a minimum of 3 years of experience:

• Supporting senior staff and officers at a government agency
• Task tracking, meeting deadlines with accurate and complete products.
• Tracking correspondence, ensuring deadlines are met, communicating follow-up actions with task owner, and drafting responses to taskers as required.
• Copy-editing.
• Maintaining multiple email inboxes.
• Coordinating and following-up on project deadlines with task owners.
• Project coordination and control.
• Maintaining databases.
• Maintaining SharePoint sites.
• Writing and editing.
• Drafting and developing Information Management documents in accordance with National Archives and Records Administration (NARA) guidelines.
• Maintaining SharePoint sites.
• Developing and maintaining document naming conventions.

Company Information: Headquartered in McLean, Virginia and founded in 2009, OBXtek is a fast-growing leader in the government contracting field. Our mission is Our People…Our Reputation. Our people are trained professionals who enhance our customers’ knowledge and innovation using technology, collaboration, and education.
We offer a robust suite of benefits including comprehensive medical, dental and vision plans, Flexible Spending Accounts, matching 401K, paid time off, tuition reimbursement plans and much more.
As a prime contractor for 93% of our current work, OBXtek pairs lessons learned across disciplines with industry standard quality practices such as CMMI-Dev Level III, ITIL, 6Sigma, PMI, and ISO. Our rapid growth has been recognized by INC500, the Washington Business Journal, and Washington Technology magazine.
OBXtek is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, age, national origin, gender identity, disability, veteran status, sexual orientation or any other classification protected by federal, state or local law.