Administrative Operations Specialist

ASRC Federal•Oklahoma City, OK

2d•Onsite

About The Position

ASRC Federal Advanced Research supports the Federal Aviation Administration National Airspace System Engineering Support Services (FAA NAS ESS) contract. Join our growing team as an Administrative Operations Specialist in support of the NAS Communications Team, Telcom Sub-team, Terminal/TRACON Sub-teams at Mike Monroney Aeronautical Center (MMAC) in Oklahoma City. This role performs basic and routine tasks in support of a professional, technical, or specialized occupation under the general direction of a Technical Manager or more experienced employee. The specialist will assist others in day-to-day operations, applying experience and detailed knowledge to plan and accomplish tasks, with an understanding of how administrative assignments contribute to the activities of the organizational unit. There is some independence in planning time, but frequent coordination with a Technical Manager or more experienced employee is expected for prioritizing tasks and using assigned resources. Collaboration with other employees, both contract and federal, is essential for sharing information and discussing task status. Work is performed under general instructions and frequently referred to a Technical Manager or more experienced employee when guidelines are not available. Work is reviewed frequently at major stages and upon completion to ensure timeliness and alignment with project requirements. Work activities typically support the work of other employees and contribute to the organizational unit's activities.

Requirements

US Citizenship or Permanent Residency required.
All applicants must have resided in the United States for the past 3 years.
Ability to pass a background check is required.
On-site presence will be as required by the FAA.

Nice To Haves

Experience pertinent to the National Airspace System (NAS).

Responsibilities

Performs basic and routine tasks in support of a professional, technical, or specialized occupation under the general direction of a Technical Manager or more experienced employee.
Assists others in day-to-day operations.
Applies experience and detailed knowledge to plan and accomplish tasks.
Demonstrates some independence in planning time but frequently coordinates with a Technical Manager or more experienced employee to prioritize tasks and use assigned resources.
Works with other employees, both contract and federal, to share information and/or discuss the status of assigned tasks.
Works under general instructions provided by a Technical Manager or more experienced employee.
Frequently refers problems and work issues to a Technical Manager or more experienced employee when guidelines are not available or applicable.
May assist in developing and recommending solutions on some occasions.
Work is reviewed frequently at major stages of assigned tasks and at completion to ensure timeliness and alignment with the requirements of projects and/or work activities.
Work activities typically support the work of other employees and contribute to the activities of the organizational unit.
Perform quality review of travel expense reports.
Prepare monthly reports.
Quality review of purchase card expenses.
Update and maintain Travel Handbook.
Maintain log of contractor and FAA travel.
Update various spreadsheets, rosters and org chart.
Maintain email distribution groups.
Maintain database for SLE after-hours calls.
Oversee routine maintenance of copier and office equipment.
Organize electronic files.
Review employee leave requests.
New employee onboarding.
Contractor offboarding.
Perform quality review of Deltek timesheets.
Perform quality review of TURs.
Perform conference Room reservations.
Attend meetings.
Provide telephone support in order to properly direct calls.
Provide written and oral explanations of administrative policies.
Assist with the coordination of new office policies and systems.
Provide assistance for acquisition of office supplies and equipment required for program and administrative support.
Maintain administrative and technical files, prepare correspondence.
Input data into multiple FAA systems (i.e. iDMS, PRISM, etc.).
Prepare reports.
Track expenses.
Track employee/contractor attendance and prepare Daily Attendance reports.
Schedule meetings.
Monitor email and calendars for FAA managers if needed.
Call in facility trouble calls and track facility management issues.
Distribute mail.
Perform quality review of CASTLE timesheet discrepancies and ensure leave and overtime records are attached.