Administrative Support Specialist

We're looking for dynamic Administrative Support Specialists to join our team at Picatinny Arsenal, supporting the U.S. Army. If you're a motivated self-starter with a passion for helping customers tackle complex challenges, this is the opportunity for you! Do you thrive on learning new tools, processes, and technologies that can make a real impact? At Ghostwerks, you'll be a valued team member where your growth and professional development matter. Join us, and let's drive change together while advancing your career!

Ghostwerks is a Service Disabled Veteran Owned Small Business (SDVOSB) that specializes in navigating the intricate landscape of the defense and civilian government space. Ghostwerks is committed to providing the highest quality support and services to our customers. We offer a wide range of services, including Management Consulting, Mission Readiness, Technology Solutions, Acquisition Support, and Government Contractor Support. Our services are designed to help organizations of all sizes achieve their goals and reach their full potential.

POSITION DESCRIPTION:

The Administrative Support Specialist provides administrative support specifically dedicated to the requirements of the project team. They may assist in budget preparation and financial control activities. Assisting in the preparation of presentations and control of records, statistics, and reports regarding operations, financial tracking, and personnel changes using various databases and programs. Assisting in the development of reports and presentations using software packages for word processing, spreadsheets, database, desktop publishing and graphics (MS Office Suite). Composes, prepares, edits and proofreads letters, reports and other correspondence. Administers client- specific programs, projects, and/or processes. Serves as liaison regarding administrative issues related to purchasing, personnel, facilities, and operations. Coordinates meetings and appointments between program manager, client, and external-parties. Support may also include making travel arrangements, meeting/event arrangements and preparations. Resolve questions and problems and escalate issues to higher levels. In general, work complexity and responsibility will be greater at higher levels.

RESPONSIBILITIES:

Develop spreadsheet to track the progress of the quality audit across tank ammo production

Develop and distribute schedules (Microsoft Project) for production acceptance reviews, tests, audits.

Coordinate with multiple contractors and subcontractors to ascertain and verify timeframes of production runs and changes.

Create master schedule with all programs from tank ammo (training rounds, service rounds,), and distribute to AC and PM team members.

Create power point slides of schedules for briefings and presentations.

Coordinate travelers schedules to cover all tests, production facilities of interest. Maintain a list/spreadsheet of all travelers.

Identify scheduling conflicts, and deconflict travel schedules and activities of all parties.

Coordinate travel itineraries, hotel, arrangements as required. Support voucher review.

Conduct weekly meetings to coordinate activities amongst lead members to insure production coverage. Power point presentation required.

Obtain directions to facilities for travelers, and identify area restaurants, and hotels for traveler convenience.

Coordinate JPAS, security of all travelers.

Maintain a list of contractor facility POCs and phone numbers.

Collect trip reports from travelers Identifying problems areas concerns.

REQUIRED QUALIFICATIONS

Positive and enthusiastic attitude

Strong desire to learn, drive work, and self-initiative

Excellent verbal and written communication skills

Microsoft Project experience (Desired)

MS Office PowerPoint experience

SharePoint experience

High School Diploma

Must be a U.S. Citizen

Must be able to successfully obtain a Public Trust

ADDITIONAL JOB INFORMATION

COMPETENCIES

Proficiency with word processing, spreadsheet, project planning and presentation software

Ability to quickly learn and process information

Organization and time management skills

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Customer Location: Picatinny Arsenal (Wharton), New Jersey

Type of environment: Office with some telework

Noise level: Low Normal Office Environment

Work schedule: Schedule is customer core business working hours.

Amount of Travel: Local Travel

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle, feel, touch; reach with hands and arms; talk and hear. The vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EQUAL EMPLOYMENT OPPORTUNITY

To provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualifications, and abilities. Ghostwerks does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age, genetic information, or any other characteristic protected by law (referred to as "protected status"). This nondiscrimination policy extends to all terms, conditions, and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions such as promotions, compensation, benefits, and termination of employment.

Ghostwerks is committed to ensuring that our online application process provides an equal employment opportunity to all job seekers, including individuals with disabilities. If you believe you need reasonable accommodation in order to search for a job opening or to submit an application, please contact for assistance.