Administrative Assistant F-35 - 1.1.08

Responsibilities

• Working with functional managers, outside agencies, Contractor personnel, and program office customers concerning preparation of technical material, management presentations and other material in support of meetings, minutes, agendas, and compilation of briefings
• Gathering a variety of program information
• Aiding in pre-acquisition and acquisition strategy planning and implementation
• Aiding in the development of executive documentation
• Aiding in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination and decision documentation preparation
• Implementing documentation reviews
• Supporting the planning, formulation, editing, development, coordination and publication of finished products, e.g., program documentation, plans, directives, reports, briefings and other presentations, as required (technical and non-technical; classified and unclassified)
• Maintaining Outlook calendars and schedules of leadership personnel within the organization to maintain accuracy and facilitate office operations
• Answering and making telephone calls, conveying messages for Government personnel
• Generating and implementing procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence and action items
• Assisting in reviewing documents for accuracy of data, procedure compliance and error-free documentation of sensitive data and control of documentation, correspondence and action items
• Using computer applications (Microsoft office software suite) to produce databases, spreadsheets, graphics and other specialized products and facilitating the use of standardized automated forms such as organizational charts; pyramid alert/recall and shelter-in-place rosters; travel orders; performance reports i.e. Officer Performance Reports (OPRs) and Enlisted Performance Reports (EPRs), civilian and military awards, materials procurement, maintenance and disposition, as well as other periodic or ad-hoc reports
• Providing support to the VTC manager, assisting with VTC bridge scheduling and VTC connectivity and interface with VTC maintenance contractor
• Planning and coordinating meetings to include VTC and room set-up, ensuring sufficient seating, name placards, and other duties as needed
• Generating and implementing procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence and action items
• Assisting with monitoring, opening, and closing conference rooms
• Assisting with coordination and set-up of conference rooms to include conference room scheduling, cancellations, and appropriate VTC scheduling or telecom
• Aiding in improving internal management processes by proposing and/or implementing improvements to visual, computer-based communications used by the program office to manage its critical processes
• Aiding in the use of computer applications (Microsoft office software suite) to produce visual aids (slides, view-graphs, briefing charts and other graphics) using appropriate software applications and SharePoint
• Assisting with tracking office supplies and ensuring adequate levels of consumable items needed for presentation/graphics
• Aiding divisional focal points with semi-annual self-inspections processes
• Aiding the SIP administrator of the MICT
• Maintaining and distributing emergency management procedures
• Updating the EIM SharePoint site with correspondence guidance and other information
• Supporting divisions by taking meeting attendance, meeting minutes and making travel arrangements for Government personnel
• Travel support shall include interfacing with the F/B Directorate 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 the AO and receipts are attached
• The Contractor shall update and train all travelers on the usage of DTS
• The Contractor shall assist Government travelers with travel orders and vouchers for CONUS and OCONUS travel
• The Contractor shall report any unsolved issues to the DTMO Travel Assistance Center through the DTMO Passport/Travel Explorer for closure
• The Contractor shall assist in maintaining and creating member travel authorizations, orders, and vouchers as required
• Aiding in performing workflow management functions as needed to ensure timely F/B Directorate response to internal and external 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 response; 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
• Aiding in collaborating with F/B Directorate TMT Leads and assisting in managing tasks from the AFMC TMT database
• Supporting the organization battle staff and unit control center. Primary function shall be to facilitate communications and provide administrative support
• Monitoring the division organizational e-mail account (i.e., workflow) and distributing information and/or executing taskings as required providing responsive support to directorate leadership and divisions

Qualifications

• Clearance: Secret
• Bachelor's or Master's Degree in a related field
• At least three years of experience in the respective technical / professional discipline being performed, three of which must be in the DoD or Seven years of directly related experience with proper certifications as described in the PWS labor category performance requirements, five of which must be in the DoD