Administrative Assistant
About The Position
The Administrative Assistant will provide administrative support to the Management Operations Directorate, 711th Human Performance Wing (711th HPW), including, but not limited to, program management and administrative support, and will assist in developing, establishing, implementing, and monitoring contractual and financial services for assigned contracts/task orders. The working hours will normally be between 0730 and 1630, Monday through Friday, excluding holidays. These hours may be adjusted to meet the institution's needs. The Administrative Assistant should not exceed 40 hours per week.
Requirements
- Must be a U.S. Citizen.
- National Background Check with Inquiries (Tier 1 Background Check).
- High School Diploma
- At least three (3) years of experience as an administrative assistant.
- Be proficient with the following applications: Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
Responsibilities
- Provide day-to-day support to the staff of the Management Operations Directorate, 711th Human Performance Wing (711th HPW).
- Oversee 711th HPW/Management Operations Directorate (OMP) 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 711th HPW & United States School of Aerospace Medicine (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 the 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 appropriate Contracts Program Manager.
- Establish and update project records for 711 HPW/OMP contracts/task orders in the Project Tracking System (PTS) or any other system the 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., DD-250Z, 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, distribute correspondence, and assist with customer inquiries.
- Prepare, copy, fax, and/or scan letters, documents, and forms as required for contracts and task orders.
- Route, track, and file mail, 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
- Health/Dental and Vision
- Paid Time Off per Year: Up to 80 hours per year, which starts accruing on the day of hire.
- Sick Leave per Year: Up to 56 hours per year, which starts occurring on the day of hire.
- Paid Federal Holidays: Twelve (12) Paid Federal Holidays.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
1-10 employees
