Administrative Assistant

KBR • Newport, RI

13d • Onsite

About The Position

KBR’s Mission Engineering organization delivers mission‑critical engineering, integration, and lifecycle support solutions to the U.S. Department of Defense. With deep expertise across mission engineering, modeling and simulation, cyber‑enabled transformation, air vehicle integration, and sustainment, KBR partners closely with government customers to enable operational readiness across manned and unmanned aviation platforms. KBR is committed to the highest standards of ethics, data security, and responsible information management in support of national security missions. KBR is looking for an Administrative Assistant to support the Surface Warfare Schools Command (SWSC) in Newport, RI. SWSC serves as a training “Center of Excellence” where officer and enlisted leaders hone their skills to serve at sea. The professional education and training offered at SWSC provides instruction in the full complement of surface ship skills, including foundational skills such as navigation, seamanship and ship handling, mid-level operational skills, and advanced proficiencies to include maritime warfare and command at sea. This is a full-time, on-site role.

Requirements

• Requires a HS Diploma
• At least 8 years of administrative or related experience
• An active Secret clearance
• Must be a US Citizen

Nice To Haves

• Prior military experience or training with Command Pay and Personnel Administration, Casualty Assistance, and Personnel Assistant
• Experience supporting Navy Standard Integrated Personnel System (NSIPS).
• Familiar with the Joint Travel Regulations (JTR).
• Current or prior support of the Surface Warfare Schools Command (SWSC) in Newport, RI.

Responsibilities

• Serves as the link between the command staff personnel and the local Transaction Service Center.
• Ensures all documents and information required to provide staff personnel or pay support are relayed to the appropriate supporting organization via the current authorized process and per applicable policies governing timeliness standards.
• Promulgates rosters for each class convening; tracks and updates information on rosters weekly until class begins.
• Creates student check in packages prior to their arrival.
• Prepares and presents Administrative Brief to convening classes comprised of the most current forms, processes and procedures in regard to entitlements, gaining the member to SWOS and travel reimbursement.
• Assists students in accurately filling out forms in their check in packages and sends forms to TSC via Salesforce for processing.
• Reviews Salesforce daily and follows up on any actions identified by TSC.
• Reviews message traffic and/or NSIPS weekly for detaching orders and Letters of Intent.
• Prints and reviews orders and prepares the appropriate detaching documents, PG 13’s, and screenings for the member and dependents as appropriate.
• Prints and forwards overseas screening requirement messages to the member and provides them with the appropriate forms and due dates for overseas screenings and updates BOL accordingly.
• Upon receipt of orders or three weeks prior to graduation, reviews orders to ensure all applicable travel regulations have been met by the member and dependents, as appropriate.
• Meets individually with members and discusses detaching dates, flight requests for the member and their dependents, Advance Travel, Dislocation Allowances, their transfer information sheets, and per diem allowances.
• Reviews orders with member to make sure all clearances and screenings are complete before detaching.
• Assists the students in filling out their check out packages and ensures forms are complete and accurate.
• Prepares Passenger Reservation Request for detaching student and 884 for dependents (if applicable).
• Sends all forms to TSC via Salesforce for processing.
• Prepares student fitness reports for members’ review and signature.
• Prepares graduation certificates, awards, and course completion letters for detaching students.
• Reviews graduation program for accuracy and corrects as needed prior to printing.
• Ensures check out packages contain the students' loss sheet and all critical documentation.
• Makes certain the member detaches with the latest set of orders and endorses accordingly.
• Confirms all travel entitlements are completed, including proper flight reservations.

Benefits

• KBR offers a selection of competitive lifestyle benefits which could include 401K plan with company match, medical, dental, vision, life insurance, AD&D, flexible spending account, disability, paid time off, or flexible work schedule.
• We support career advancement through professional training and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees