Administrative Support
GCC Technologies, LLC is a leader in providing trained, proficient, and experienced personnel to support the work activities, functions, and processes performed by Government agencies. GCC personnel support a wide range of administrative functions including but not limited to the following:
General Office Process:
- Answer and direct incoming telephone calls in a businesslike manner, identifying him/herself as a contractor
- Meet, greet, log and direct visitors in a professional manner
- Operate various office equipment
- Prepare presentation material including charts and graphs
- Enter orders into SAP
- Maintain an understanding of current administrative customer service processes and policies
- Maintain central files
- Prepare technical reports, test plans, yellow sheets, reports of test results, technical memoranda, deficiency reports, message reports, and quick response reports within the appropriate turnaround times
- Prepare and edit a variety of material including letters, memoranda, instructions, notices, SOPs, messages, reports, trip reports, and letters of agreement
- Edit documents for completeness of text, grammatical accuracy, and formatting style
- Prepare smooth drafts, incorporating editorial changes and submit draft to cognizant technical representative
- Maintain all files including routing and tracking action items
- Monitor correspondence suspense files, notifying appropriate personnel of overdue actions
- Prepare and distribute the weekly action tickler to all branches and departments
- Input, maintain and update data in electronic bulletin boards and read files
- Annually review and organize the correspondence file, transferring historically significant records to the National Archives or Federal Records Center as appropriate, and documenting and destruction of records no longer needed
- Pack, lift, carry, stack, re-shelf, or move with a handcart any books, files, boxes, etc. necessary to perform the administrative office functions
- Maintain Administrative Office support budget
- Project expenditures on supplies and equipment necessary for the proper functioning of the office
- Create, maintain and distribute budget reports as required
- Research prices and prepare orders for all necessary office supplies, equipment and materials
- Review supply and service invoices for accuracy or defects, record invoices in the budget, and file copies in the appropriate record
- Periodic review of equipment leases; preparation and justification of requirements including modification of existing leases and contracts for all assigned equipment
- Research and analyze available data to prepare briefing reports, including slides and graphs/graphics, for all requested meetings
Travel Duties:
- Input information and generate travel orders, travel claims, and travel vouchers for personnel from draft travel request forms or automated travel systems using Government furnished forms
- Schedule or cancel lodging and rental car reservations at destination points and make airline reservations through SATO
- Review all travel orders to validate consistency with JFTR requirements, including appropriateness of per diem and travel rates applied, and accounting data while checking for completeness and accuracy
- Obtain and verify all information required to prepare visit requests for visits requiring access to classified information
- Generate the visit request form and fax and/or mail it to the appropriate security POC at the destination point
- Serve as the POC for the SATO and distribute and process all tickets in accordance with applicable SOPs
- Enter appropriate data into the on-line Travel System in accordance with applicable SOPs
- Perform all data entry on a personal computer using the on-line Travel System or other similar database management applications
- Monitor and calculate all travel costs
- Check all travel claims for completeness and accuracy
- Resolve any discrepancies with the originator, and ensuring the claim is promptly filed
- Assist the originator to resolve any problems arising during the liquidation of the claim
- Track the completion of the claim and forward copies of the liquidated claim to the funding provider
Messages:
- Generate messages from rough draft material using Government furnished software
- Collaborate with originators to ensure content and signatures of the final message are as intended by the originators
- Maintain logs of date-time-group numbers, process and distribute messages in accordance with client SOP's.
Mail:
- Receive, sort, route, and process all incoming U.S. and guard mail correspondence in accordance with client SOP's
- Ensure that all outgoing mail is correctly packaged, marked, documented, and all enclosures are properly attached per applicable guidelines
- Maintain and update the alphabetized personnel and command database files as directed by Mail Directory SOPs
- Pack, lift, carry, stack, re-shelve, and move any books, files, boxes, etc. necessary to perform the mail functions
Security:
- Prepare and process a variety of security related correspondence including letters, memoranda, visit requests, and country clearance messages
- Process and track all requests for personnel security clearances, maintain files, and record the status of clearances requested or issued
- Process incoming/outgoing visit requests as required
- Check that all incoming visitors that require access to classified information have a valid visit request pm file and ensure they are issued visitor badges in facilities in which they are required.
