Administrative Support Senior

About the role

Astrion has an exciting opportunity for a Senior Administrative Support to join the ISR/SOF team in our Air Force Division at WPAFB, Dayton, OH. This full-time position requires a US citizen with an active Secret security clearance.

Required Qualifications / Skills

• High School Diploma
• 5 years in a similar role, with 3 of those years in a Department of Defense (DoD) environment
• US citizenship
• Active US Secret security clearance

Responsibilities

• Provide administrative support to the front office group, organizational senior functionals, program and management operations
• Assist with preparation, scheduling, and coordination of materials for internal/external briefings and reports, including slides, viewgraphs, briefing charts, and other graphics
• Administer calendars, create meetings, reserve conference rooms, and configure conference room setups
• Establish and maintain official file plans using the Air Force Records Information Management System (AFRIMS)
• File and retrieve electronic and/or paper graphics material to support briefings and reports
• Compile and prepare briefings and reports in hard copy for special and/or recurring meetings/events
• Monitor office supplies and assist with supply lists
• Provide administrative support to human resources and input information into management systems such as the Resource Management Information System (RMIS) and Defense Travel System (DTS)
• Monitor, open, and close secure areas and conference rooms, including secure conference rooms, and provide escort to visitors
• Support the development, editing, and production of reports and presentation materials for internal/external customers in required formats
• Provide illustrator services to develop the final style, format, and preparation of illustrations
• Operate graphics workstation equipment, scanner equipment, photo reproduction equipment, and associated software
• Work with the directorate focal point for office supplies to ensure adequate levels of consumable items for presentations/graphics
• Assist in collecting and visually displaying materials at staff meetings and events
• Review the content of the directorate electronic workflow mailbox
• Compile and integrate data from the Task Management Tool (TMT) or equivalent suspense system into the directorate’s SharePoint suspense task tracking system
• Compile, format, and store divisional inputs to taskings to support development of the directorate response
• Transmit approved responses to specified organizations
• Verify format and style against administrative processes and maintain a tracking system for identifying and correcting deficiencies
• Develop, plan, execute, and maintain AFLCMC/WI’s In-Processing and Out-Processing Program and assist with associated activities
• Plan, coordinate, and conduct training classes with division focal points, supervisors, and other directorate personnel upon request
• Assist with in/out-processing actions for the directorate, including initiating and updating checklists and associated forms
• Schedule in-processing appointments for incoming personnel and brief incoming personnel
• Provide assistance to the divisional defense civilian pay system, in/out-processing, and directorate office records manager’s focal points
• Assist with civilian timekeeping data in the automated time attendance and production system, scheduling in-processing appointments, preparing file plans, and filing
• Ensure compliance with applicable administrative guidance to prepare and review correspondence for the division and provide administrative support to the directorate senior functionals
• Compile, integrate, and respond to divisional taskings generated from the Task Management Tool (TMT) or equivalent suspense management system
• Service all incoming/outgoing mail and overnight/express mail package deliveries
• Track the budget for overnight/express mail packages and classified and registered mail
• Receive, sign for, and distribute both classified and unclassified mail, including handling and storing classified mail
• Assist with administration of the directorate Defense Travel System (DTS) program
• Provide customer assistance to directorate DTS focal points and travelers with filing travel orders and vouchers, including the front office group and senior functionals
• Provide Government Travel Card (GTC) program customer assistance to travelers
• Disseminate DTS and GTC program alerts and updated guidance to directorate employees
• Assist in drafting the semiannual historical report for the directorate and operations management division