Knowledge Management Specialist II

at  Longeviti LLC

LONGEVITI LLC IS SEARCHING FOR A KNOWLEDGE MANAGEMENT SPECIALIST II WITH AN ACTIVE SECRET CLEARANCE, BACHELOR’S DEGREE, AND AT LEAST TWO (2) YEARS OF FEDERAL OR MILITARY, SENIOR ADMINISTRATIVE AND MANAGEMENT SUPPORT EXPERIENCE TO SUPPORT THE DEFENSE COUNTERINTELLIGENCE AND SECURITY AGENCY (DCSA) IN QUANTICO, VA.

Personnel performing the duties of Knowledge Management Specialist II perform administrative and office support activities that require personnel to multi-task and assist multiple employees at once. This labor category also requires advanced computer skills involving perform word processing, spreadsheet management, and conduct more advanced internet research and data collection, as well as metrics gathering.

REQUIRED EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES:

• Superior oral and written communication skills, as well as a good command of the English language.
• 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 databases, as required.

EDUCATION:

• Bachelor’s Degree or equivalent (at a minimum) and two (2) years of experience relating to the duties described above.
• Substitution of a Bachelor’s Degree is allowable where a candidate has six (6) years of related work experience in addition to the two (2) years of experience required for this category. For the substitution to be allowable, a total of eight (8) years of experience would be required to meet the minimum requirements for this category

• Specialized Administrative and Program Support Duties
• Coordinate, staff, and assist in the development/revision of Standard Operating Procedures (SOP), policies and memorandums as necessary and appropriate for smooth operation of the program.
• Manage all documentation across all project areas to include ensuring compliance with templates, required content, and staffing procedures.
• Maintain version control and updates of all documentation delivered to the Government.
• Maintain an electronic library where authorized internal and external users may access materials.
• Provide planning and communications support, to include developing the necessary materials and conducting the necessary forums (e.g., briefings, software demonstrations, user workshops, and marketing materials) to increase the awareness and understanding of external users regarding program objectives and strategies.
• Ensure change management communications includes updates from each software build and helpdesk activities.
• Develop and maintain internal and external distribution lists for topics, programs, and projects.
• Develop and maintain virtual team chart and RACI chart for each initiative.
• Design, develop, and maintain SharePoint sites, pages, libraries, lists, and custom components. Implement custom workflows and forms using SharePoint Designer. Integrate SharePoint with other Microsoft 365 tools, platforms, and third-party applications.
• Ensure seamless data connectivity between SharePoint and other systems using common data services and API integrations Monitor the health and performance of SharePoint sites.
• Address user queries, troubleshoot issues, and implement fixes promptly.
• Other Admin and Tech Support Duties
• Records and File Management
• 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 office operational policies, procedures, and requirements referring to a variety of sources utilizing oral and written communication skills, as required.
• Help with phone and desk coverage for the assigned Division/Directorate.
• Assist in the preparation of time and attendance reports for the office by means of an automated system.
• Respond to requests from internal and external offices, distribute correspondence, circulate information.
• Maintain and populate various databases and spreadsheets with data and information.
• Collect and collate data for establishment and maintenance of training programs for personnel, while also preparing reports with the collected and collated data.
• Required to provide advice on effective management of workload and assignments.
• Responsible for maintaining tracking records
• Responsible for maintaining a variety of office logs and files; complex schedules and office calendars; and updating internal staff directories, as required.
• 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 reviewing incoming documents/taskers for appropriate action with specific emphasis on deadlines.
• Responsible for correspondence management that includes intra-office communications.
• 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.
• Serve as the POC for conference room reservation requests and conference room-related questions.
• Responsible for managing correspondence.
• 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.
• Provide 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.)
• Provide administrative management and program support at the regional headquarters to assist in ensuring timely initiation, tracking, and completion of all administrative duties, to include but not limited to, analytical and portfolio support reducing the administrative burden on field managers.
• Tracking/managing the inventory of equipment and vehicles.
• Tracking and send notifications for quarterly and annual training.
• Maintain/update the org chart.
• Maintain travel/leave schedules/calendar for Leadership.
• Space/move coordinator: Serves as space/move coordinator for the assigned field office
• Works with identified points of contact regarding space/move issues, and serve as the liaison with local Property Manager/Landlord, as required.
• Troubleshoot minor issues: Responsible for troubleshooting minor issues with the telecom system.
• Prepare documentation, plans and assists with Safety Inspections and Self Inspections.
• Serve as the Government Owned Vehicle (GOV) Coordinator within the assigned Directorate/Division
• Perform Travel Support Services and assist in the Defense Travel System (DTS).
• Assist in preparing budget reports regarding quarterly and annual budget projections pertaining to travel.
• Attend designated conferences and meetings as required to assist with various administrative needs or to take and transcribe minutes of these conferences and meetings.
• Assist in preparing read-aheads including preparations of materials, provides logistical assistance related to organizing meetings to include (but not limited to) space, technical support, supplies and transportation, and other requirements for assigned Directorate/Division meetings and training conferences.
• Provide mailroom operations assistance that includes Preparation of packages (classified and unclassified) for mailing; sends and receives packages (FedEx Shipments, UPS, and other priority mail services, and couriers); distributes mail; coordinates with commercial carriers for pickup and delivery of mail, packages and light cargo; and performs other mail room duties, as required.
• Responsible for maintaining records for all property received and returned to the property office, as required. Performs inventory of property and produces required reports when required.
• Assist with physical inventories of Government property