Administrative Professional - Journeyman

Bristol Bay Native Corportation • San Antonio, TX

2d • Onsite

About The Position

We are SpecPro Sustainment & Environmental, LLC (SSE), a government contracting and consulting firm supporting several military installations and federal agencies across the U.S. SSE is seeking a dynamic and detail-oriented Journeyman Administrative Professional to join our team, providing proactive logistical support to the Air Force Civil Engineer Center (AFCEC) Environmental Management Directorate (CZ) and Environmental Quality (CZQ) to include maintaining Division folders and distribution lists, performing quality assurance (QA) & quality control (QC) and proofreading deliverables, performing comprehensive meeting support, and supporting timekeeping and travel for CZQ personnel. This position is located at Joint Base San Antonio (JBSA)-Lackland, TX. What You'll Do: Work with Defense Travel System (DTS) Help Desk to verify all AFCEC/CZ personnel are populated within the correct CZ Division and all Action Officers (AOs) have proper access in DTS Provide temporary duty (TDY) support approximately 550 times per year; coordinate Division-level review and approval of Branch and Section personnel TDYs; prepare, track, adjust/amend, complete, and/or cancel travel requests Prepare, track, adjust/amend, complete, and/or cancel travel orders in DTS for AFCEC/CZ TDY trips and prepare travel read aheads and itineraries Obtain Budget Analyst (BA) verification of funds availability and submit to AFCEC/CZ Deputy for endorsement of AFCEC/DS approval; work with AFCEC/CRIA Budget Analysts to ensure sufficient funding is loaded on lines of accounting (LOAs) in DTS for AFCEC/CZ personnel TDYs; balance and correct AFCEC/CZ DTS vouchers for compliance Prepare and submit Emergency Requests for approval of unexpected travel Review time in Automated Time Attendance and Production System (ATAAPS) for all employees within AFCEC/CZ for compliance with policy and regulation; function as the primary timekeeper contact with the AFCEC front office and AFIMSC/RM Assist with Freedom of Information Act (FOIA) Records Management Perform daily calendar management and assist with resolving conflicts Provide logistical support to the AFCEC/CZQ to support the continual function of the Division on a daily basis; read incoming correspondence, publications, regulations, and directives which may affect the organization, determine which can be acted on and take appropriate action, such as obtain clarification from originating offices when necessary, determine which ones impact/affect subordinate units and ensure units are informed, assist personnel in interpreting instructions, and establish action required Facilitate ordering supplies on a monthly basis and coordinate maintenance/repair of office equipment to ensure full administrative mission capability Handle accountable mail in accordance with DoD and AF directives; screen incoming official mail to identify what needs to be brought to the attention of the Division Chief and Deputy Division Chief, referred to appropriate staff, rerouted to other organizations/offices, or handled personally; dispatch mail throughout the AFCEC/ CZQ on a weekly basis; prepare correspondence on a weekly basis for pick-up/delivery to AFCEC/ CZQ personnel located at various Air Force (AF) installations throughout the United States Assist with tracking and coordination of delivery accountable information technology equipment to geographically separated Branch and Section offices Receive telephone calls, greet visitors, and ascertain the nature of the calls or visits; based upon detailed knowledge of the organization and its programs and operations, determine appropriate action; when the Division Chief and Deputy Division Chief are not available, determine whether important business and high ranking calls and visitors should be referred to another staff member or delayed until Division Chief and/or Deputy Division Chief is available; take telephone messages or make later appointments as appropriate Maintain scheduling and coordination of the Division Chief and Deputy Division Chief daily calendars; coordinate CZQ Division-level calendars with internal and external stakeholders, branch, and section level staff; schedule appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinate with the Division Chief and Deputy Division Chief as necessary; based on information provided by the Division Chief and/or Deputy Division Chief concerning the purpose of meetings and/or conferences and people to attend, make necessary arrangements such as location, time, contact participants, and ensure all required materials and services are provided; inform Division Chief and Deputy Division Chief of conflicts, reschedule appointments when it is clear that the Division Chief and Deputy Division Chief will not be able to make all commitments, contact other people to attend meetings in lieu of Division Chief and Deputy Division Chief when necessary, and make calendar available to others to minimize conflicts in scheduling Assist with Records Management; develop, establish, update, and maintain office procedures and records/files of various types to ensure effective and efficient operation of the office; coordinate with Official Records Management File Plans to develop, coordinate, and submit in Air Force Records Information Management Systems (AFRIMS); assist in granting AFRIMS permissions to Records Custodians (RCs) and submit file plans for Agency Records Manager (ARM) approval; coordinate with Official Records Management File Plans to obtain appointment memos for Chief Office of Record, RCs, and Functional Area Records Manager (FARM) for AFCEC ARM files Coordinate with Chief Office of Record and RC to obtain various certificates to include RC/Chief Office of Record/FARM training, Department of Defense (DoD) Information Assurance Awareness (IAA) and Cyber Awareness Challenge, “Protecting Sensitive Information” from RSBs/ISSs, as required by AFCEC’s ARM Organize the employee recall rosters for the AFCEC/ CZQ RSBs and assist in Division-level review, coordination, and consolidation of Branch and Section updates Coordinate with AFCEC Customer Service Representative (CSR) to obtain situational and regular/recurring telework packages, as well as new work schedules supporting these efforts, from RSBs and ISSs; assist in Division-level review, coordination, and consolidation of Branch and Section submittals and correspond with AFCEC CSR for out-processing of retiring/transferring AFCEC/ CZQ personnel in the Defense Civilian Personnel System (DCPS) Assist in Division-level review, coordination, and consolidation of Branch and Section submittals; review various documents for accuracy and coordinate signatures from AFCEC/ CZQ leadership; ensure correspondence meets Air Force standards appropriate to the customer served, including senior executive leadership, higher headquarters, Congressional, or other senior level internal and external stakeholders

Requirements

• U.S. Citizenship and the ability to obtain/maintain a DoD Government Security Clearance (NACI) is required
• Strong attention to detail
• Experienced preparing meeting minutes and action items report
• Experienced organizing and preparing meeting materials, managing meeting logistics, and facilitating meetings
• Ability to work successfully within a team
• Customer service driven work ethic requested
• Strong Communication Skills: Excellent verbal and written communication skills, with the ability to effectively convey concepts to diverse audiences
• Software: Proficiency using MS Office software including Outlook, Word, Teams, Excel, and PowerPoint
• Self-Starter: Highly motivated to improve organizational efficiency, with the ability to manage multiple tasks and deadlines autonomously
• Possesses and applies expertise on multiple complex work assignments. Assignments may be broad in nature, requiring originality and innovation in determining how to accomplish tasks. Operates with appreciable latitude in developing methodology and presenting solutions to problems. Contributes to deliverables and performance metrics where applicable.

Nice To Haves

• Experience with the Air Force and/or Dept of Defense preferred

Responsibilities

• Work with Defense Travel System (DTS) Help Desk to verify all AFCEC/CZ personnel are populated within the correct CZ Division and all Action Officers (AOs) have proper access in DTS
• Provide temporary duty (TDY) support approximately 550 times per year; coordinate Division-level review and approval of Branch and Section personnel TDYs; prepare, track, adjust/amend, complete, and/or cancel travel requests
• Prepare, track, adjust/amend, complete, and/or cancel travel orders in DTS for AFCEC/CZ TDY trips and prepare travel read aheads and itineraries
• Obtain Budget Analyst (BA) verification of funds availability and submit to AFCEC/CZ Deputy for endorsement of AFCEC/DS approval; work with AFCEC/CRIA Budget Analysts to ensure sufficient funding is loaded on lines of accounting (LOAs) in DTS for AFCEC/CZ personnel TDYs; balance and correct AFCEC/CZ DTS vouchers for compliance
• Prepare and submit Emergency Requests for approval of unexpected travel
• Review time in Automated Time Attendance and Production System (ATAAPS) for all employees within AFCEC/CZ for compliance with policy and regulation; function as the primary timekeeper contact with the AFCEC front office and AFIMSC/RM
• Assist with Freedom of Information Act (FOIA) Records Management
• Perform daily calendar management and assist with resolving conflicts
• Provide logistical support to the AFCEC/CZQ to support the continual function of the Division on a daily basis; read incoming correspondence, publications, regulations, and directives which may affect the organization, determine which can be acted on and take appropriate action, such as obtain clarification from originating offices when necessary, determine which ones impact/affect subordinate units and ensure units are informed, assist personnel in interpreting instructions, and establish action required
• Facilitate ordering supplies on a monthly basis and coordinate maintenance/repair of office equipment to ensure full administrative mission capability
• Handle accountable mail in accordance with DoD and AF directives; screen incoming official mail to identify what needs to be brought to the attention of the Division Chief and Deputy Division Chief, referred to appropriate staff, rerouted to other organizations/offices, or handled personally; dispatch mail throughout the AFCEC/ CZQ on a weekly basis; prepare correspondence on a weekly basis for pick-up/delivery to AFCEC/ CZQ personnel located at various Air Force (AF) installations throughout the United States
• Assist with tracking and coordination of delivery accountable information technology equipment to geographically separated Branch and Section offices
• Receive telephone calls, greet visitors, and ascertain the nature of the calls or visits; based upon detailed knowledge of the organization and its programs and operations, determine appropriate action; when the Division Chief and Deputy Division Chief are not available, determine whether important business and high ranking calls and visitors should be referred to another staff member or delayed until Division Chief and/or Deputy Division Chief is available; take telephone messages or make later appointments as appropriate
• Maintain scheduling and coordination of the Division Chief and Deputy Division Chief daily calendars; coordinate CZQ Division-level calendars with internal and external stakeholders, branch, and section level staff; schedule appointments and meetings, without prior approval, based on personal knowledge of workload and current issues, and coordinate with the Division Chief and Deputy Division Chief as necessary; based on information provided by the Division Chief and/or Deputy Division Chief concerning the purpose of meetings and/or conferences and people to attend, make necessary arrangements such as location, time, contact participants, and ensure all required materials and services are provided; inform Division Chief and Deputy Division Chief of conflicts, reschedule appointments when it is clear that the Division Chief and Deputy Division Chief will not be able to make all commitments, contact other people to attend meetings in lieu of Division Chief and Deputy Division Chief when necessary, and make calendar available to others to minimize conflicts in scheduling
• Assist with Records Management; develop, establish, update, and maintain office procedures and records/files of various types to ensure effective and efficient operation of the office; coordinate with Official Records Management File Plans to develop, coordinate, and submit in Air Force Records Information Management Systems (AFRIMS); assist in granting AFRIMS permissions to Records Custodians (RCs) and submit file plans for Agency Records Manager (ARM) approval; coordinate with Official Records Management File Plans to obtain appointment memos for Chief Office of Record, RCs, and Functional Area Records Manager (FARM) for AFCEC ARM files
• Coordinate with Chief Office of Record and RC to obtain various certificates to include RC/Chief Office of Record/FARM training, Department of Defense (DoD) Information Assurance Awareness (IAA) and Cyber Awareness Challenge, “Protecting Sensitive Information” from RSBs/ISSs, as required by AFCEC’s ARM
• Organize the employee recall rosters for the AFCEC/ CZQ RSBs and assist in Division-level review, coordination, and consolidation of Branch and Section updates
• Coordinate with AFCEC Customer Service Representative (CSR) to obtain situational and regular/recurring telework packages, as well as new work schedules supporting these efforts, from RSBs and ISSs; assist in Division-level review, coordination, and consolidation of Branch and Section submittals and correspond with AFCEC CSR for out-processing of retiring/transferring AFCEC/ CZQ personnel in the Defense Civilian Personnel System (DCPS)
• Assist in Division-level review, coordination, and consolidation of Branch and Section submittals; review various documents for accuracy and coordinate signatures from AFCEC/ CZQ leadership; ensure correspondence meets Air Force standards appropriate to the customer served, including senior executive leadership, higher headquarters, Congressional, or other senior level internal and external stakeholders

Benefits

• SSE offers a competitive benefits package to include: paid holidays, paid time off including sick and vacation leave, medical, dental and vision insurance, flexible spending accounts, short and long term disability, company paid life insurance, 401(k) with a company match and discretionary profit sharing and tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed