Administrative Specialist, Senior

COLSA•Warner Robins, GA

About The Position

This role provides comprehensive administrative and operational support, focusing on high-level taskings, executive calendar management, office administration, personnel and training support, documentation, information management, travel arrangements, and compliance assistance. The position requires meticulous attention to detail, strong organizational skills, and the ability to manage multiple priorities in a dynamic environment. The Administrative Specialist will serve as a key point of contact for various internal and external organizations, ensuring smooth day-to-day operations and adherence to established procedures and regulations.

Requirements

High-level tasking coordination and response management (e.g., TMT).
Liaison experience with various organizations (facility, security, IT, public affairs, building managers).
Executive calendar management, scheduling, and deconfliction.
Office administration skills (phones, mail, supplies, equipment).
Procedure development for typing, filing, copying, document control, and data destruction.
Personnel in- and out-processing support.
Training program oversight (requests, budget tracking).
Database and IDE information retrieval and updates.
Awards and decorations program management.
Verification of personnel and pay system data (ATAAPS, DCPS).
Document creation and editing (reports, plans, briefings, presentations).
Meeting organization and facilitation (room setup, VTC, minutes, action items).
Visual aid, graphic, and chart creation for briefings and reports.
Information collection and preparation for staff meetings.
EIM SharePoint Access Approver and ERM records custodian responsibilities.
AFRIMS file plan maintenance and records management audits.
Expert knowledge of AFRIMS and ERM for record searches.
EIM SharePoint site maintenance.
Assistance with FOIA and Privacy Act requests.
CONUS and OCONUS travel arrangement and voucher processing (DTS).
Organizational Defense Travel Administrator (ODTA) duties.
Self-inspection process assistance.
Compliance and operational readiness inspection support.
MICT administrator support for deficiency tracking.
Emergency management program support (procedures, recall rosters).

Responsibilities

Coordinate and facilitate high-level taskings and suspenses from CSAF, general officers, and Congress, ensuring timely and accurate responses via tools like the Task Management Tool (TMT).
Serve as the primary liaison with lateral organizations, including base facility, security, IT support, public affairs, and building managers, to facilitate uninterrupted day-to-day operations.
Manage executive calendars, deconflict schedules, and coordinate meetings, ensuring leadership has the most current information.
Handle all aspects of office administration, including answering telephones, managing mail distribution (classified and unclassified), ordering and tracking office supplies, and operating office equipment.
Develop and maintain procedures for typing, filing, copying, document control, and the destruction of sensitive data.
Assist with the in- and out-processing of all personnel.
Oversee the division training program, including processing training requests and tracking budget information.
Update and retrieve training information from the appropriate databases and the directorate's Integrated Digital Environment (IDE) to ensure records are current.
Manage and track the civilian and military awards and decorations program, including processing nomination packages for quarterly/yearly recognition.
Verify the accuracy of data in personnel and pay systems such as Automated Time Attendance and Production System (ATAAPS) and Defense Civilian Pay System (DCPS).
Plan, formulate, edit, and publish a variety of finished products, including technical reports, program plans, briefings, and presentations in requested formats.
Organize and facilitate program reviews and meetings, including room setup, VTC scheduling, preparing meeting minutes, and tracking action items.
Create high-quality visual aids, graphics, and charts for briefings and reports; manage and file graphic materials for future use.
Serve as the focal point for collecting, preparing, and displaying materials for recurring staff meetings.
Serve as the Enterprise Information Management (EIM) SharePoint Access Approver and ERM records custodian.
Maintain the official file plan using the Air Force Records Information Management System (AFRIMS) and conduct quarterly audits of SharePoint and network drives to ensure records management compliance.
Utilize expert knowledge of AFRIMS and ERM to perform complex searches of active and inactive records.
Update and maintain the EIM SharePoint site with current guidance and information.
Assist with responses to Freedom of Information Act (FOIA) and Privacy Act requests.
Manage and process CONUS and OCONUS travel arrangements and vouchers using the Defense Travel System (DTS), ensuring all expenditures are accurate, allowable, and properly approved.
Serve as an Organizational Defense Travel Administrator (ODTA), maintaining training records for all DTS users.
Assist with semi-annual self-inspection processes and support unit compliance and operational readiness inspections.
Maintain self-inspection checklists and assist the Management Inspection Control Tool (MICT) administrator with tracking and closing deficiencies.
Support the execution of the emergency management program, including maintaining and distributing procedures and recall rosters.