Administrative Operations Assistant
On-siteVirginia Beach, Virginia, United States
Job Summary
Manage daily business operations and new hire onboarding from offer acceptance through the first 30 days, including paperwork, I-9 verification, background checks, and orientation logistics. Coordinate recruiting across multiple channels, screen candidates, and maintain OFCCP/EEO compliance records while supporting offer preparation and reference checks. Serve as Assistant Facility Security Officer by processing security clearances in e-QIP, managing personnel investigations, controlling physical access, and administering classified document accountability. Process employee expense reports for accuracy and coordinate with accounting for month-end close activities. Provide general administrative support for calendar management, document preparation, vendor management, and company events within a cleared Virginia Beach facility.
Required Qualifications
- U.S. citizenship
- Eligibility to obtain and maintain a Secret clearance or higher
- Active DoD clearance (preferred)
- Background investigation
- Drug screening
- Discretion
- Accuracy
- Ability to manage confidential personnel and security information
- Ability to manage under government deadlines
- Knowledge of NISPOM (32 CFR Part 117)
- Knowledge of DCSA guidance
- Knowledge of contract security requirements (DD Form 254)
- Ability to process personnel security clearance actions in e-QIP
- Ability to submit and track investigations and periodic reinvestigations
- Ability to maintain records in DISS
- Ability to administer physical access and visit control
- Ability to conduct initial, annual refresher, foreign travel, and termination briefings
- Ability to support self-inspections, DCSA vulnerability assessments, incident reporting, classified document accountability, and insider threat program administration
- Ability to review, code, and process employee expense reports for accuracy, policy compliance, and proper allocation
- Ability to administer the corporate card program
- Ability to track travel authorizations against company policy and applicable FTR/JTR rates
- Ability to coordinate with accounting on month-end close, accruals, and reimbursement cycles
- Ability to provide general administrative and operations support including calendar and meeting coordination, correspondence and document preparation, records and filing systems with appropriate retention and confidentiality standards, office supplies and vendor management, SOP development and process improvement, and coordination of company events and all-hands meetings
Desired Qualifications
- Experience with applicant tracking systems (ATS)
- Experience with job boards
- Experience with university and veteran hiring channels
- Knowledge of OFCCP/EEO compliance
- Experience with I-9 and E-Verify documentation
- Experience with background check completion
- Experience with offer preparation and reference checks
- Experience with pre-employment and clearance-related pre-screening
- Experience with recruiting metrics and reporting (time-to-fill, pipeline status, source of hire)
- Experience with applicant flow recordkeeping
- Experience with workspace assignments
- Experience with badge issuance
- Experience with equipment and system access
- Experience with classified visit authorizations
- Experience with classified document accountability
- Experience with insider threat program administration
- Experience with expense report processing
- Experience with corporate card programs
- Experience with travel authorizations
- Experience with FTR/JTR rates
- Experience with month-end close, accruals, and reimbursement cycles
- Experience with SOP development
- Experience with process improvement
- Experience with company events and all-hands meetings
- Experience with records and filing systems
- Experience with vendor management
- Experience with office supplies management
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