Total 21 Administrative / Clerical job vacancies in Portsmouth, Virginia

The incumbent of this position serves as the Deputy Director for the Department of Defense (DoD) Special Access Program Central Office (SAPCO) responsible for the program management oversight and governance of all DoD SAPs in the functional areas of acquisition, financial management, budget, procurement, security, export, and Low Observable/Counter Low Observable policies.

Major duties and responsibilities will include, but are not limited to the following:

• Establishes oversight procedures related to planning and executing some of DoD's most highly classified programs within the government and industry.
• Responsible for leading change by exercising leadership skills, encouraging creative thinking and innovation, and influencing others toward improved SAPs and processes.
• Builds coalitions and effective communications avenues on issues relating to SAP implementation.
• Identifies and defines major planning, management, and problem areas pertaining to all aspects of directorate programs. Analysis of programs and problem areas serves as an input to development of long-range plans and programming options for issue resolution. Develops recommendations based upon in-depth analysis of issues and consideration of overall program missions, budgetary constraints, technological advances, political environment, and resources.
• Acts as a recognized expert in assigned areas, and develops, interprets, and implements policies as well as procedures to support the DoD SAPCO organization. Provides authoritative guidance in problem areas where policy and direction are lacking, based upon mastery of complex policies, guidance, and law.
• Works closely with a variety of external organizations to resolve programmatic issues and participate in special projects. Articulates these policies to affected staff, senior leaders (including the DoD SAPCO), and DoD organizations, and to other agencies, Congress, academia, and industry. Prepares and provides factual reference material for use during senior DoD briefings and Congressional hearings.

• You will compile written reports to provide status updates.
• You will operate automated computer systems to maintain and update electronic records and data.
• You will answer inquiries of a general nature to make referrals to responsible staff members.
• You will determine specific action to take to correct discrepancies, errors, or problems following instructions and procedures.
• You will research rules, regulations, and procedures to resolve questions or issues.
• You will compose correspondence (e.g., technical reports, presentations) observing proper format, grammar, spelling, capitalization, and punctuation.
• You will perform duties as a Command Pay and Personnel Administrator (CPPA).
• You will ensure all documents and information for personnel and pay support are relayed to the appropriate supporting organization.

For the Department of the Army, sets strategic direction, develops policy, oversees policy implementation, allocates resources, and supervises all matters pertaining to Civilian Personnel Policy. Collaborates on civilian personnel workforce transformation, hiring, talent development/management, performance management, retention, and separation. In conjunction with M&RA's Director of Force Management, Manpower, and Resources, establishes strategic direction for aspects of the PPBE process. Provides policy oversight for Civilian Personnel Systems including Federal Wage Service; General Schedule; Defense Intelligence Civilian Personnel System; Acquisition Demonstration Project; Cyber Excepted Service; Science and Technology Reinvention Laboratory, (12 within Army); Non-Appropriate Fun; and Title 10 Faculty. Performance is reviewed in the broadest terms for technical perceptiveness, managerial competence, and senior leader effectiveness for contribution to the ASA (M&RA) missions. Serves under the general direction of and receives broad strategic guidance from the Office of the ASA(M&RA). Oversees a workforce of 30 civilians and directly supervises personnel at the GS-15 and 14 levels.

• Coordinates with the SAC (Special Agent in Charge) in developing materials used for formulating, justifying, and executing budgets and monitors expenditure of funds.
• Participates in reviewing management analysis programs with a view towards developing improvements of major problem areas in administrative management.
• Plans, develops, and maintains systems and procedures for personnel management activities.
• Completes and/or reviews personnel action requests.
• Serves as a point-of-contact and Government Purchase Cardholder for vendors and manufacturer representatives and makes recommendations for purchase of supplies.
• Assists the Cyber Assistant Special Agent in Charge and Resident Agents in Charge with administrative support as requested.

Personal Assistant to Port Director & Deputy Port Director

Salary: Band 7 - £31,067 - £35,235 p.a.

Permanent

37 hours per week Monday to Friday

The City Council controls all its maritime activities through the Port Service. Portsmouth International Port comprises the International Cruise and Ferry Port, Flathouse and Albert Johnson Quays and the Camber.

What is the role?

This is a brilliant opportunity to join us and provide a Personal Assistant service to the Port Director (PD) of Portsmouth International Port, diary and travel management for the Deputy Port Director (DPD) and manage both reception and a business support administrator, who provides support to the senior management team at the port.

Please click HERE for the full job profile which gives you all of the main duties of the role!

Who is the person?

You need to have:

1. Excellent literacy and numeracy (GCSE level or equivalent in English and Maths is required due to the administrative work involved in the role.

2. Formal secretarial qualification or equivalent standard is desirable or experience of working as an effective personal Assistant at Director level, with the ability to take concise minutes and capture actions accurately, preferably in a corporate environment.

3. Excellent communication and customer service skills.

4. The ability to converse at ease with customers and politicians.

5. Excellent grammar to be able to draft letters from a short brief.

6. Excellent organisational skills.

7. Proficient with M365 applications, including Microsoft Office, Outlook, Teams, Word and Powerpoint.

9. Shorthand (beneficial but not essential).

10. Experience of working to tight deadlines in a dynamic environment and using own initiative to problem solve.

11. Experience of diary management and outstanding organisation skills to ensure that the PD and DPD have everything required for the day ahead.

12. Good attention to detail with proven ability to think ahead and plan workload.

13. Proven experience of analysing office management processes to make them more efficient.

14. Cost management through challenging invoice payments. Setting up orders and checking invoices.

If you have any questions, or would like an informal discussion about the role, please call Mike Sellers, Port Director on 023 9285 5901.

Closing date: 1st December 2024

Interviews: 16th/17th December 2024

When completing the application form, please thoroughly tailor your application to the 'Who is the Person' points with the use of examples from your experience and attach this as a cover letter in the Supporting Documents section. This is really important or you are likely not to be shortlisted. Please ensure your C.V. is tailored to the role following the advice above. And that it includes include your full work history, explaining any gaps and includes employers name and address. Please click HERE for the full job profile!

All employees and third parties working at the Portsmouth International Port are subject to a Substance Misuse - Drug & Alcohol Testing Policy and the Port reserves the right to carry out with cause and random testing.

You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it.

We are a disability confident employer - committed to ensuring that our recruitment and selection process is inclusive and accessible and welcome applications from all areas of society.

We really appreciate our employees and fully realise they are essential to our success and look to offer an inclusive, supportive working environment where employees can reach their potentials with a healthy work life balance, offering the following rewards:

• A generous pension scheme
• Up to 31 days annual leave per year pro rata + bank holidays
• We offer flexible working options including hybrid working with a minimum of two days office based per week pro rata, giving you the flexibility to work up to three days at home every week. Hybrid working is dependent on the role and service needs, exact details will be discussed with you at interview.
• A range of retail discounts via our reward portal offering discounts at retailers including IKEA, Currys, Tesco
• Free Access to Employee Assistance Program (EAP) and wellbeing support
• Access to a wide range of training and development opportunities including apprenticeships
• Potential to purchase additional annual leave
• Business travel support and initiatives, including bike loans

• Provide financial administration support to the procurement and budget officer on all procurement requirements.
• Initiate spending chain transactions to ensure each transaction is committed and obligated against the appropriate line of accounting.
• Monitor and track obligations and expenditures throughout the budget process.
• Coordinate with key officials relating to funds availability, limitations, and ceilings.
• Ensure all contracts and financial data is secured and maintained for audit purposes.
• Advise customers when a contract should be awarded versus a government purchase card (GPC) and miscellaneous payment type.
• Monitor contract status and assist departments in answering budget related questions.
• Carry out all duties associated with being the Lead Defense Travel Administrator.
• Provide guidance to employees on the appropriate use of a government purchase card.

Incumbent typical work assignments may include the following:

• Develops and provides read-aheads, presentations and recommendations to DoD CIO Senior Leadership for appropriate engagement.
• Ensures that industry responses are timely, tracked, and responsive to partners.
• Develops, modifies, and implements industry engagement program as appropriate.
• supports project management framework and process implementation, operation, and development for industry engagements.
• Coordinates with internal offices to ensure engagements are appropriate and within ethical standards.
• Ensures that procedures and methods are established for determining benefits, risks, and concerns regarding engagements, team performance, and work processes and are documented and repeatable.
• Provides expert advice and coordinates efforts between DoD, industry, and academia on engagements and meetings for the purpose of sharing information, best practices, and finding innovative solutions to the Departments IT requirements.
• Provides recommendations regarding engagements and ensuring CoS is informed and aware of all engagements as well as providing recommendations on the industry engagement program.

• Administrative Management: provides overall administrative management for the service; interprets administrative policies, develops local policies and defines administrative requirements; provides advice to supervisors; monitors performance and suspense actions; monitors training completion and accomplishments of all staff; coordinates security clearances and access for visitors and contractors as necessary;
• Human Resources/Personnel Management: oversees all aspects of human resources requirements; provides advice pertaining to the procedures, laws, regulations and policies dealing with recruitment, employee/labor relations, training and other human resource functions; prepares and reviews position descriptions to ensure accuracy and adequacy; tracks current and projected personnel actions; completes and reviews reports and identifies deficiencies or discrepancies; ensures performance ratings are completed and submitted accordingly;
• Budget/Fiscal: manages budget formulation and execution for a changing budget of administrative expenses; serves as a purchase card holder and approving official for equipment and commodities procured; prepares budget estimates and identifies changes as needed;
• Space Planning, Property Management, Procurement and Supply Administration: acts as the Contracting Officer Representative for multiple short and long term service contracts; prepares procurement request and evaluates proposals for work; maintains records; establishes and oversees procedures for the receipt, review and follow-up on requisitions for purchases; responsible for space request and coordinates movements with other offices when necessary; ensures the service is adequately stocked with office supplies;
• Performs other related duties as assigned.

Receives all visitors and incoming calls to the Warden.

Screens calls and visitors to determine those requiring the Warden’s attention and referring others to the appropriate department.

Obtains and provides background information through the use of electronic communication or Bureau of Prisons policy to assist in handling those calls that require the Warden’s attention.

Resolves and/or assists in resolving a variety of concerns by staff and/or visitors.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

Incumbent typical work assignments may include the following:

• Serves as a Financial Analyst within Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)).
• Manages all aspects of acquisition, accounting, auditing, budgeting, and financial management for OUSD(R&E)
• Reports findings of elements that conduct studies of specials interest to OUSD(R&E) in the analysis and assessment of plans and programs.
• Assists with planning, budgeting, managing functions, identifying, and maintaining infrastructures; coordinates the efforts of all individuals involved with financial projects preparing required documentation; develops and executes in a timely manner and identify accurate resolution to inquiries and emergent issues.
• Assists with the overall effectiveness and efficiency of the organization's business/financial process by providing authoritative advice, technical assistance, within and outside OUSD(R&E) to support R&E Programs.
• Engages in strategic planning for program input to OSD national security policy requests, Defense Planning Guidance, and development of OSD Defense Program Strategy Guidance to develop the Program Objective Memorandum (POM).

• Process Program Access Requests and conducts Tier review to determine eligibility for SAP access.
• Manage the preliminary and final reporting process for security incidents within the Department of Army Inspector General (DAIG).
• Manage the completion of corrective physical security actions and analyze trends in security incidents.
• Conduct annual refresher training of briefed personnel on Special Access Program (SAP) security requirements, proper document classification and markings, and security clearance waivers.

OIT Mission: The mission of the Office of Information and Technology (OIT) is to collaborate with our business partners to create the best experience for all Veterans.

OIT Vision: To become a world-class organization that provides a seamless, unified Veteran experience through the delivery of state-of-the-art technology.

Major Duties:

• Oversees the daily operation of the unit, ensures that agency policies and priorities are being followed.
• Develops performance standards; and evaluates work performance of subordinates.
• Approves expenses comparable to within-grade increases, extensive overtime and employee travel.
• Identifies requirements, plans for, organizes, and distributes authorized personnel resources.
• Hears and resolves minor complaints from employees.
• Interviews candidates for positions in the unit.
• Identifies and provides training needs.
• Recommends awards or bonuses for nonsupervisory personnel and changes in position classification.
• Prepares and presents justification for organization structure, manpower, and personnel requirements.
• Ensures development of organizational work plans, short and long range schedules, priorities, work assignments and position structures to effectively, efficiently, and economically carry out the work of the organization.

• Provide planning, financial, and technical leadership for the development of the organization's budget.
• Establish financial management procedures for continual review and surveillance of fund subdivisions and limitations to minimize probability of the occurrence of a Public Law 1517 violation.
• Develop organization budget policies based on interpretation of circulars, directives, and regulations issued by OMB, DOD, service headquarters, and Director decisions.
• Analyze the budgetary impact of new or revised legislation, policies, procedures, and guidance.
• Analyze data for reasonableness and consistency of estimates, adequacy of justification, and compliance with prescribed laws, policies, and regulations.
• Review the spend plan comparing actuals to forecasts.
• Conduct special studies and gathers data from Divisions to resolve variances, or to solve complex problems.
• Direct attention to actual or potential funding problems and recommends solutions.
• Allocate funds to individual organizations/functional areas.

This Position is a Defense Civilian Intelligence Personnel System (DCIPS) position in the Excepted Service under 10 U.S.C. 1601.

Selection under this appointment authority does not confer civil service competitive status.

If selected, Federal employees currently serving in the competitive service must acknowledge that they will voluntarily leave the competitive service by accepting an offer of employment for a DCIPS excepted service positions.

If selected, non-DCIPS candidates must acknowledge that the position they have been selected for is in the excepted service and covered by DCIPS.

For more information see https://dcips.defense.gov/

Incumbents typical work assignments may include the following:

• Serve as a senior program analyst leading government, military, and contractor personnel responsible for providing advocacy, guidance, and oversight to the Defense Intelligence and Security Enterprise on airborne and space ISR plans, programs, required capabilities, and resources within the MIP and the National Intelligence Program (NIP).
• Conduct numerous, complex, and high priority assignments at the direction of the Director involving extensive research and fact-finding to develop a position on air and space policy, and strategy decisions.
• Develop issue papers, positions, and read ahead material on a variety of high-level subjects of critical importance to achieving USD(I&S) and the Secretary of Defense's goals and objectives.
• Serve as a spokesperson for Director and/or OUSD(I&S) leadership in meetings or other forms of personal contact to communicate decisions, viewpoints, and requirements.

This Position is a Defense Civilian Intelligence Personnel System (DCIPS) position in the Excepted Service under 10 U.S.C. 1601.

Selection under this appointment authority does not confer civil service competitive status.

If selected, Federal employees currently serving in the competitive service must acknowledge that they will voluntarily leave the competitive service by accepting an offer of employment for a DCIPS excepted service positions.

If selected, non-DCIPS candidates must acknowledge that the position they have been selected for is in the excepted service and covered by DCIPS.

For more information see https://dcips.defense.gov/

Incumbents typical work assignments may include the following:

• Serve as the Security Chief, SAPCO, reporting directly to the Director, SAPCO.
• Provide SAP related technical expertise on personnel, physical, information, and industrial security.
• Responsible for the management and leadership of the security support personnel who oversee individual eligibility for SAP access and processes all requests for access to SAPs requiring OUSD(I&S) coordination and approval.
• Oversee the OUSD(I&S) Special Access Program Facilities (SAPF) accreditation.
• Lead security incident investigations for programs within the OUSD(I&S) oversight.
• Direct the physical security program and ensures appropriate documentation and accreditations of SAPF are performed.
• Oversee facilities, equipment and instructional materials required to support security awareness and training programs.