(637) Administrative Analyst

Position Description:

We are seeking a highly skilled Administrative Analyst to provide professional-level administrative and operational support to the Director and leadership of the Office of Local Defense Community Cooperation (OLDCC). The successful candidate will deliver comprehensive administrative support services, including executive and front office support, status reporting, records and inventory management, in-processing and out-processing coordination, resource tracking, and task and correspondence management. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to operate effectively in a fast-paced environment supporting senior leadership while ensuring compliance with Agency policies and standard operating procedures.

Work Location: Crystal City, VA (onsite M-F, 0830 - 1700) 

Clearance: Secret 

Responsibilities and/or Success Factors:

 Administrative Processing & Procedures

• Develop, document, and maintain detailed administrative procedures within Agency SOPs to improve efficiency and effectiveness.
• Ensure all administrative functions align with Agency policies and established procedures.

Status Reporting & Meetings 

• Attend meetings to ensure administrative information is properly distributed, received, and adopted.
• Prepare and submit monthly status reports highlighting completed tasks using qualitative and quantitative metrics.
• Identify issues, risks, or areas of concern and provide resolution or requests for resolution in coordination with the Project Manager or COR.
• Document meetings and training attended and include in monthly reporting.

Executive & Front Office Support

• Provide administrative support to the Front Office Assistant and Executive Assistant to the Director when unavailable.
• Possess the access, authority, and capability to perform executive support functions as required.
• Address urgent matters arising during meetings and notify the Office Manager following meeting conclusion.

Facility, Resource & Inventory Management 

• Prepare and submit the annual facility management opening worksheet at the start of each fiscal year.
• Maintain facility management points-of-contact logs.
• Create, manage, and maintain Non-IT Equipment Trackers and hand receipts.
• Conduct semi-annual non-IT equipment inventories in accordance with WHS PBO requirements and submit documentation for review and signature.

Human Resources & Access Management

• Serve as the Kastle Card Administrator, including issuing, registering, collecting, and troubleshooting building access cards.
• Maintain accurate logs of access card assignments.
• Provide onboarding packets to new employees and register HR profiles within the Agency’s enterprise management system.
• Maintain logs for membership, publications, and parking permits.
• Maintain delegating/designating authorities and professional memberships for the Director and organization (when Executive Assistant support is unavailable).
• Assist in managing OLDCC Director parking access and ensure parking permits remain active.

Task & Correspondence Management 

• Submit, assign, track, and manage suspense assignments and tasks in the Agency enterprise management system.
• Coordinate tasking with staff members, action officers, and stakeholders.
• Track and manage incoming correspondence, approvals, authorizations, and reviews (official and unofficial).
• Provide daily summaries of current and projected tasks, including required actions and timelines.
• Provide basic recommendations, when appropriate, in consultation with subject matter experts.

In-Processing & Out-Processing

• Ensure completion of all in-processing and out-processing requirements within designated timeframes for civilian, military, and contractor personnel.
• Report outstanding items to the Office Manager, COR, or Procurement Officer for resolution.
• Develop, maintain, and distribute onboarding and welcome packets; ensure documentation is current and properly stored in Agency SharePoint systems.
• Adhere strictly to Arlington Office practices and procedures and do not establish local deviations.

Meetings, Training & Reporting

• Submit all tracking documents to the Office Manager for monthly review.
• Attend weekly staff meetings and Agency meetings as requested.
• Participate in Agency-wide training and professional development activities approved by the COR.
• Include all meetings, training, and task accomplishments in monthly status reports.

Qualifications Required:

• Must have an active Secret clearance.
• 3–5 years of experience providing administrative, operational, or executive support in a professional office environment.
• Bachelor’s degree in public administration, Management, Business Administration, or a related field.

Minimum Qualifications Including Certificates: 

• Demonstrated experience managing tasks, correspondence, documentation, and administrative workflows.
• Strong organizational, time-management, and reporting skills with the ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office applications (Excel, Word, Outlook) and SharePoint or similar document management systems.
• Ability to handle sensitive information with discretion and professionalism.
• Strong written and verbal communication skills, with experience supporting senior leadership or cross-functional teams.

Preferred Qualifications: 

• Experience in a federal or government contracting environment.
• Experience supporting senior leadership or executive offices.
• Familiarity with enterprise task management and access control systems.

Key Attributes:  

• Highly organized and detail-oriented with strong follow-through
• Proactive and solution-oriented; anticipates needs and resolves issues efficiently
• Professional and discreet when handling sensitive information
• Clear and effective communicator, written and verbal
• Adaptable and dependable in a fast-paced environment
• Collaborative team player with strong interpersonal skills