PAE, Inc Management Services Specialist in Reston, Virginia
Supporting the Most Exciting and Meaningful Missions in the World
Management Services Specialist
Management Services Specialist
PAE is currently seeking a Management Services Specialist to provide direct support to business operations.
Serves as administrative advisor to the Operations and Training Division Chief. Provides a high-level management assistance involving personnel and administrative issues, to include: hiring, awards, staffing, labor management, logistics, and internal fund requirements and management.
Independently ensures staff actions for the Division Chief and Branch Chiefs are timely, correctly formatted, and properly routed. Performs special interest or sensitive topic studies for senior management. Manages the proper storage, handling, and accountability of classified and sensitive documents.
Manages the calendar for the Division Chief, Deputy Division Chief, and Support Services Branch Chief. Responsible for the maintenance and monitoring of time keeping records.
Responsible for providing high level administrative support in managing issues which span the following areas: personnel, financial, manpower analysis, and communications. Receives written and telephonic correspondence from Flag Officers and Senior Executive Service (SES) members; prepares timely responses on the behalf of the Division Chief to such correspondence with little or no direction.
Keeps the Division Leadership fully informed of outstanding commitments, pending decision time horizons or actions to be taken. Schedules conferences and makes appointments for the Division Leadership. Notifies appropriate staff elements of conferences, briefings, and appointments scheduled for the Division Leadership in order to allow the staff to prepare the Division Chief and Deputy Division Chief for appointments and other events.
Manages the coordination of all information requirements including pre-briefs and read-aheads. Anticipates, coordinates, and provides required read-ahead and supporting materials for special conferences and meetings. Conducts research and obtains information, documents, and data from other elements of the organization to be visited. Furnishes background material including biographical materials as read-aheads for the Division Leadership. Analyzes administrative and procedural changes suggested by key operating and planning officials and advises the Division Leadership as to their efficiency or feasibility given budget limitations, statutory prohibitions, current processes, and DOD guidance.
Responsible for the Division’s travel management, particularly in support of Division Leadership’s appointments, conferences, and meetings. Manages the coordination of all logistical support required for transport. Utilizes expert knowledge of the Defense Travel System to ensure the coordination of military and commercial travel for the Division Leadership. Duties include reserving military transportation or coordinating commercial travel in a timely manner. Anticipates travel problems, recommends and prepares contingency travel plans for execution when notified. Responsible for the timely processing and submission of travel vouchers. Ensures the Division Leaderships’ government travel cards are maintained and paid within time standards given by the issuing authority. Obtains contact information for and coordinates and transmits security clearance information. Maintains a historical log of all travel and agendas. Responsible for arranging travel for Operations and Training team members traveling with the Division Leadership and coordinates schedules and reservations with other organizations’ points of contact arranging their travel as part of the Operations and Training team.
Responsible for obtaining data for replies from outside sources (formally and informally). Reviews selective correspondence and staff packages for format for the Division leadership. Correspondence and staff packages may be pre-decisional or of a sensitive nature, and some are classified as Secret. Ensures proper classification markings and downgrading instructions are visible; makes sure appropriate packaging is complete prior to moving the package for coordination or dissemination. Handles correspondence and staffing packages moving to or from the highest levels of the DOD including the Office of Secretary of Defense (OSD).
Ensures the usage of correct grammar, spelling, and format in letters, endorsements, messages, office policies, and reports. Ensures the recordation and transcription of the minutes from conferences and meetings; and prepares the minutes for distribution. Uses office automation systems and various software packages to accomplish work.
Assignments include text editing, file creation, maintenance, and retrieval of shared files. Incumbent uses messages, calendars, suspense systems, and other specialized tools in support of specific administrative functions. Uses knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions, and additions. Uses judgment and published guides in selecting spacing, arranging material, and ensures proper punctuation, grammar, spelling, and capitalization. Prepares a variety of narrative and statistical material, correspondence, reports, etc., in final form for supervisor's signature. Uses published standards in punctuation, grammar, spelling, and capitalization.
Qualified candidates will possess the following skills:
Bachelor’s Degree with 10 years’ experience required.
16 years of professional experience can be substituted for a degree.
Expert knowledge of a wide range of administrative and management concepts, policies, and practices and program goals; mastery of advanced management, analytical and organizational principles and skill in integrating management services.
Comprehensive knowledge of organizational mission structure including personnel, resources management, and information management, in order to see out and develop administrative assistance and plans for timely completion of mission and assigned duties.
Extensive knowledge of financial administration, management analysis, space management and personnel management policies and procedures. Must be aware of administrative hierarchy with DOD, and the extensive interrelationship encountered by implementation of these functions.
Subject Matter Expertise (SME) in support service principles, practices, methods, and techniques required for the provision of support services essential to the Operations and Training Division. Obtains and ensures vital services and functions such as general support services, personnel assistance, manpower, management assistance, records management, space management, travel, reference library, protocol, logistics, etc. Branch supports the both Continental United States (CONUS) and Outside the Continental United States (OCONUS) elements of the Division.
An Equal Opportunity Employer. PAE’s hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.
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PAE is a leading provider of enduring support for the essential missions of the U.S. government, its allied partners and international organizations. With over 60 years of experience, PAE supports the execution of complex and critical missions by providing global logistics and stability operations, technical services and national security solutions to customers around the world. PAE has a workforce of approximately 15,000 people in over 60 countries on all seven continents and is headquartered in Arlington, VA.
In compliance with the ADA Amendments Act (ADAAA), should you have a disability and would like to request an accommodation in order to apply for a currently open position with PAE, please call Recruiting at (703) 656-6064 or email firstname.lastname@example.org with "Disability Assistance" in the subject line.