Administrative Assistant

Overview

• Process non-disclosure agreements for all personnel prior to accessing competition-sensitive or proprietary data, information, or documents
• Assist in planning, organizing, assisting in the full spectrum of actions required to conduct day-to-day business, including but not limited to: planning executive calendars and scheduling meetings
• Assist in performing a wide range of program management activities to include, but not limited to: working with functional managers, outside agencies, contractor personnel, and the customer concerning preparation of technical material, management presentations, and other material in support of meetings, minutes, agendas, and compilation of briefings
• Gather a variety of program information; assisting in pre-acquisition and acquisition strategy planning and implementation; assisting in the development of executive documentation;
• Assist in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation preparation; implementing documentation reviews.
• Support staff leadership, supporting teams, and other office personnel by maintaining MS Outlook calendars and schedules of leadership personnel within the organization to maintain accuracy and facilitate office operations.
• Advise and assist with the generation and implementation of procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence, and action items.
• Review documents for accuracy of data, procedural compliance, and error-free documentation.
• Assist in the use of computer applications (Microsoft office software suite) to produce databases, spreadsheets, graphics, and other specialized products and facilitate the use of standardized automated forms such as organizational charts, Pyramid Alert/Recall and Shelter-In-Place rosters, travel orders, OPRs and EPRs, civilian and military awards, materials procurement, maintenance and disposition, as well as other periodic or ad hoc reports.
• Answer telephone calls, convey messages for organization staffs, and perform other administrative tasks as assigned.
• Provide support to the VTC manager, assist with VTC bridge scheduling and VTC connectivity, and interface with VTC maintenance contractor.
• Plan and coordinate meetings to include video teleconferencing and room set-up (ensuring sufficient seating, name placards, etc.).
• Provide support for internal and external briefings and reports by providing expert knowledge and capability in the use of personal computers and operating systems to produce slides, view-graphs, briefing charts, and other graphics using appropriate software applications and SharePoint.
• Assist in improving internal management processes by proposing and/or implementing improvements to visual, computer-based communications used by the organization to manage its critical processes.
• Assist with monitoring, opening, and closing conference rooms.
• Assist with coordination and set-up of the organization ARBs, Director's Calls, and Operations Calls.
• Monitor office supplies and assist the organization focal point with tracking office supplies and ensuring adequate levels of consumable items needed for presentation/graphics.
• Assist divisional focal points with semi-annual self- inspections processes.
• Assist the SIP administrator of the MICT. Duties include, but are not limited to, assigning checklist permissions, loading checklists in MICT, assisting checklist POCs with resolving administrative issues within the toolset, distributing SIP information to checklist POCs and managers, and assisting in developing and maintaining of a tracking system for deficiency identification, corrective actions, and closeout.
• Maintain and distribute emergency management procedures.
• Update the EIM SharePoint site with correspondence guidance and other useful information.
• Assist in records custodian duties using the EIM SharePoint and WPERM tools.
• Assist in maintaining official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
• Support divisions by taking meeting attendance, meeting minutes, and making travel arrangements. Travel support shall include interfacing with Lead DTA and site DTS help desk on all DTS issues, preparing and reviewing authorizations and vouchers for completeness and/or accuracy, ensuring expenditures are allowable and pre- approved by AO and ensuring receipts are attached.
• Verify the accuracy of data inputs for the divisional ATAAPS, DCPS, CSR, in/out-processing, DTS, and FARM.
• Perform workflow management functions as needed to ensure timely organization response to external and internal suspenses and taskings. Necessary workflow management functions shall include: receiving suspense/tasking notices and details from several sources; analyzing suspenses and taskers for execution assignment; assigning the proper action organizations, action officers, and suspense dates; tracking, consolidating and coordinating responses into a single organization-level response; receiving PEG, Senior Functional, or PEO approval as needed; formally responding to the tasking organization and closing out the suspense or tasking; and, archiving completed actions to enable retrieval from archival storage and electronic records management systems.
• Manage coordination and suspense control activities for inquiries from Higher Headquarters and organization staff, and prepare responses for PEG Chief and/or Deputy approval and provide recommendations when appropriate. The Contractor shall collaborate with organization Senior Functional Leads and assist in managing tasks from the AFMC SOCCER database.
• Monitor the division's organizational workflow e-mail account and distribute information and/or execute taskings as required, providing responsive support to organization leadership and divisions.
• Support the unit Battle Staff and UCC. The Contractor's primary function shall be to facilitate communications and management support.

• Secret clearance required
• Bachelor's degree and three years of experience required
  • Additional experience may be substitured in lieu of degree