Administrative Assistant

Alakaina Family of Companies

15d • Hybrid

About The Position

The Alaka`ina Foundation Family of Companies (FOCs) has a potential need for an Administrative Assistant to provide support for our government customer at Wright Patterson Air Force Base. (This position will have some hybrid/telework ability.)
DESCRIPTION OF RESPONSIBILITIES:
Provide assistance in support of the day-to-day management of 711 HPW contractual requirements.
Oversee 711HPW/OMPs record management program to include records inventory, file management, records disposition, and training.
Maintenance of comprehensive data repositories on critical management information, activities, and analysis related to assigned projects via a working knowledge of 711 HPW & USAFSAM programs.
Support automated data activities (e.g., reports, tables, briefings, spreadsheets, databases, etc.). utilizing Government systems.
Provide other administrative and monitoring support as required to Contracts Program Managers (CPM), Contracting Officer Representatives (COR) and/or Contracting Officers (CO) in daily operations associated with establishment, maintenance and oversight of contracts/task orders.
Receive and process invoices and monthly status reports for 711 HPW contracts and task orders.
Review invoices and reports for appropriateness, and if necessary, research and correct discrepancies or refer to the Program Manager.
Establish and update project records for 711 HPW/OMP contracts/task orders in the Project Tracking System (PTS) or any other system government utilizes. Ensure that project records are up to date. Generate reports as required.
Post and update all procurement and tracking spreadsheets (e.g., PR Log, Management Log, etc.)
Request documentation (i.e, DD250Z, contractor concurrence, etc.) for contract close out.
Inventory all physically complete/expired contracts and reconcile any discrepancies.
Provide status of closeout actions in a Contractor Progress, Status and Management Report.
Set up new files, distribution of correspondence and assisting with customer inquiries.
Prepare, copy, fax, and/or scan letters, documents and forms as required for contracts and task orders. Route, track mail and file letters, documents and forms as necessary.
Support the 711 HPW/OMP Division Chief with quantitative and statistical data.
Assist 711 HPW/OM Department and 711 HPW/OM with suspense distribution and tracking.
Assist in supply ordering

Requirements

• Must have a Highschool Diploma or equivalent.
• Must shall have at least three years of experience as an administrative assistant.
• Must be proficient with the following applications: Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Must be willing and able to sign a Non-Disclosure Agreement (NDA) upon hire
• Must be U.S. citizen, for the purposes of this position possession of a permanent resident card (“Green Card”) does not equate to U.S. citizenship.
• Must pass a Tier 1 ((T1)/SF85) background check for a Position of Trust clearance.

Nice To Haves

• Associate’s degree or higher preferred.
• Prior Military/DoD service or support is strongly preferred.

Responsibilities

• Provide assistance in support of the day-to-day management of 711 HPW contractual requirements.
• Oversee 711HPW/OMPs record management program to include records inventory, file management, records disposition, and training.
• Maintenance of comprehensive data repositories on critical management information, activities, and analysis related to assigned projects via a working knowledge of 711 HPW & USAFSAM programs.
• Support automated data activities (e.g., reports, tables, briefings, spreadsheets, databases, etc.). utilizing Government systems.
• Provide other administrative and monitoring support as required to Contracts Program Managers (CPM), Contracting Officer Representatives (COR) and/or Contracting Officers (CO) in daily operations associated with establishment, maintenance and oversight of contracts/task orders.
• Receive and process invoices and monthly status reports for 711 HPW contracts and task orders.
• Review invoices and reports for appropriateness, and if necessary, research and correct discrepancies or refer to the Program Manager.
• Establish and update project records for 711 HPW/OMP contracts/task orders in the Project Tracking System (PTS) or any other system government utilizes. Ensure that project records are up to date. Generate reports as required.
• Post and update all procurement and tracking spreadsheets (e.g., PR Log, Management Log, etc.)
• Request documentation (i.e, DD250Z, contractor concurrence, etc.) for contract close out.
• Inventory all physically complete/expired contracts and reconcile any discrepancies.
• Provide status of closeout actions in a Contractor Progress, Status and Management Report.
• Set up new files, distribution of correspondence and assisting with customer inquiries.
• Prepare, copy, fax, and/or scan letters, documents and forms as required for contracts and task orders. Route, track mail and file letters, documents and forms as necessary.
• Support the 711 HPW/OMP Division Chief with quantitative and statistical data.
• Assist 711 HPW/OM Department and 711 HPW/OM with suspense distribution and tracking.
• Assist in supply ordering

Benefits

• Employees enjoy competitive salaries.
• Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED