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Serves as the receptionist for the office, greeting visitors and guests. Operates office machines including copiers, scanners, phone and voicemail systems, computers, and other standard office equipment. Performs clerical duties including typing, filing, and completion of forms. Prepares letters, memos, forms, and reports according to written or verbal instructions. Receives and distributes communications; collects and mails correspondence. Copies and stores important documents and records. Maintains filing systems either manually or electronically. Manages calendars and schedules appointments. Schedules travel arrangements for leadership. Maintains inventory of office supplies and anticipates supply needs; ensures prompt ordering and receipt of supplies and delivers supplies to work stations as needed. Provides office communications support by fielding calls, answering questions, forwarding messages, and following up with customers. Maintains equipment by scheduling preventive maintenance, troubleshooting failures, calling for repairs, and monitoring equipment operation.
Perform office support functions for the organizational leadership, to include calendar planning and coordination, time and labor support, protocol support, and miscellaneous support-related tasks (e.g., web support, key list, e-mail alias, travel, records management). Keep abreast of current office and web technologies, as well as maintaining situational awareness of ongoing organizational activities. Provide support and assistance to the Staff Officers, Executive Assistants, and others as needed. Recommend improvements to various internal procedures and methods for streamlining office activities.
Job Summary
Office Managers serve as the focal point for organizations that require assistance with operational and administrative functions, records management, journalistic ideas, products and services and the coordination of reasonable accommodations and education. In this work role, you will have the opportunity to acquire the tools, knowledge, competencies, and skills required to accelerate in your profession/field.
Qualifications
The qualifications listed are the minimum acceptable to be considered for the position.
Degree in a Business related field is preferred, but a degree in any field is acceptable. (Full Performance / Senior)
ENTRY/DEVELOPMENTAL
Entry is with a high school diploma or GED plus 1 year of experience.
Relevant experience must be coordinating administrative duties (e.g., web support, key list, e-mail alias, timesheets, travel, and records management) and/or performing as a support professional (e.g., office assistant, office manager, customer service specialist)
FULL PERFORMANCE
Entry is with a high school diploma or GED plus 4 years of relevant experience, or an Associate’s degree plus 2 years of relevant experience.
Relevant experience must be coordinating administrative duties (e.g., web support, key list, e-mail alias, timesheets, travel, and records management) and performing as a support professional (e.g., office assistant, office manager, customer service specialist)
SENIOR
Entry is with a high school diploma or GED plus 6 years of relevant experience, or an Associate’s degree plus 4 years of relevant experience, or a Bachelor’s degree plus 2 years of relevant experience.
Relevant experience must be coordinating administrative duties (e.g., web support, key list, e-mail alias, timesheets, travel, and records management), performing as a support professional (e.g., office assistant, office manager, customer service specialist), and formal/informal leadership.
Competencies
The ideal candidate is someone with a desire for continual learning and who possesses strong communication (oral and written), problem-solving, analytic, interpersonal skills, and is/has:
- customer and results oriented – able to negotiate with and influence others – able to build relationships across the Agency and with external stakeholders, as appropriate – able to work effectively (independently and/or within teams) across functional areas in a collaborative environment – able to take action in highly complex situations – detail-oriented – able to manage multiple tasks with competing timelines and deliverables – able to identify, manage and resolve conflicts and disagreements in a constructive manner – accountable – adaptable
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Proficient with Microsoft Office Suite or related software.
Pay, Benefits, & Work Schedule
Salary offers are based on candidates’ education level and years of experience relevant to the position and also take into account information provided by the hiring manager/organization regarding the work level for that position.
Salary ranges vary by location and work level.
The position is hiring for Maryland.
Salary range: $53,105 – $145,617 (Entry, Full Performance, Senior)
On-the-job training, internal NSA courses, and external training will be made available based on the need and experience of the selectee.
Work Schedule: Applicants should be aware that the work schedule is Monday-Friday (0700-1600) Flexible.
How to apply
U.S. Citizenship is required for all applicants. NSA is an equal opportunity employer and abides by applicable employment laws and regulations. All applicants and employees are subject to random drug testing in accordance with Executive Order 12564. Employment is contingent upon successful completion of a security background investigation and polygraph.
Due to time sensitive communications regarding your application, please ensure your spam filters are configured to accept email from [email protected]. Please review the job posting thoroughly to ensure you meet the described qualifications and are aware of all associated requirements. To apply for this position, please click the ‘Apply’ button located at the top right of this posting. After completing the application for the first time, or reviewing previously entered information, and clicking the ‘Submit’ button, you will receive a confirmation email. We encourage you to apply as soon as possible, as job postings could close earlier than the closing date due to sufficient number of applicants, or the position is no longer available. You may be asked a series of questions depending on the position you apply for. Your responses will be used as part of the application screening process and will assist in determining your eligibility for the position. Be sure to showcase within your resume those experiences relevant to this position. Failure to provide the required information or providing inaccurate information will result in your application not being considered for this position. Only those applicants who meet all position qualifications, may be contacted to begin employment processing. Please remain diligent in monitoring email and your SPAM folder. Reasonable accommodations may be provided to applicants with disabilities during the application and hiring process where appropriate. Please visit our Diversity link for more information.
This position is a Defense Civilian Intelligence Personnel System (DCIPS) position in the Excepted Service under 10 U.S.C. 1601. DoD Components with DCIPS positions apply Veterans’ Preference to eligible candidates as defined by Section 2108 of Title 5 USC, in accordance with the procedures provided in DoD Instruction 1400.25, Volume 2005, DCIPS Employment and Placement. If you are a veteran claiming veterans’ preference, as defined by Section 2108 of Title 5 U.S.C., you may be asked to submit documents verifying your eligibility.
DCIPS Disclaimer
The National Security Agency (NSA) is part of the DoD Intelligence Community Defense Civilian Intelligence Personnel System (DCIPS). All positions in the NSA are in the Excepted Services under 10 United States Codes (USC) 1601 appointment authority.
