Administrative Specialist, Senior

COLSA•Oklahoma City, OK

About The Position

COLSA is seeking an Administrative Specialist, Senior to provide comprehensive administrative support to a directorate. This role involves assisting with planning and organizing daily operations, managing executive calendars, scheduling meetings, and preparing various management and technical materials. The specialist will support staff leadership, teams, and office personnel by maintaining schedules and calendars, and will be responsible for the development, editing, publication, and storage of program documentation, reports, and presentations. Additionally, the role includes organizing and facilitating program briefings, coordinating meetings (including VTCs), and providing administrative support for management, financial, contracting, engineering, and logistics activities. The specialist will also manage official file plans using systems like AFRIMS, assist with travel arrangements, verify data inputs for various systems, track suspense items, and support decoration and training budget programs.

Requirements

Expert knowledge in AFRIMS and the ERM structure to perform record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria.
Expert knowledge in AFRIMS and the ERM structure to perform record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria.

Nice To Haves

Experience with Air Force Records Information Management System (AFRIMS)
Experience with the ERM structure
Experience with Automated Time Attendance and Production System (ATAAPS)
Experience with Defense Civilian Pay System (DCPS)
Experience with Customer Service Representative (CSR)
Experience with in/out-processing procedures
Experience with Defense Travel System (DTS)
Experience with Functional Area Records Management (FARM)
Experience with Work Flow suspense tracking system
Experience with Government Purchase Card (GPC) procedures

Responsibilities

Assist in planning and organizing the full spectrum of actions required for the directorate to conduct day-to-day business, including planning executive calendars and scheduling meetings.
Perform a wide range of management activities, including working with functional managers, outside agencies, contractor personnel, and program office customers concerning the preparation of technical material, management presentations, and other material in support of meetings, minutes, agendas, and compilation of briefings.
Gather a variety of program information.
Assist in pre-acquisition and acquisition strategy planning and implementation.
Assist in the development of executive documentation.
Assist in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation preparation.
Implement documentation reviews.
Support staff leadership, teams, and office personnel by the development, maintenance, and modification of directorate/division/program schedules and calendars.
Assist in the planning, formulation, editing, development, publication, and storage of finished products, including program documentation, plans, directives, reports, briefings, and other presentations.
Provide support by organizing and facilitating program briefings, including gathering information, reviewing reports, and reviewing charts.
Assist with, plan, and coordinate meetings, including VTC, room set-up, and closing/securing conference rooms.
Assist with internal and external briefings and reports by providing expert knowledge and capability to produce visual aids.
File and retrieve graphics materials to facilitate research and expedite the creation of briefings and reports.
Compile and prepare briefings and reports in hard copy for special and/or recurring reports.
Provide assistance during briefings upon request.
Assist in maintenance of OIs for the USG, including the development and maintenance of self-inspection checklists.
Maintain official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
Assist in the establishment and maintenance of master files and file plans of the divisions and program data to facilitate tracking and resolution of issues associated with operations.
Perform record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria using AFRIMS and the ERM structure.
Assist in preparing and processing CONUS and OCONUS travel arrangements and travel vouchers.
Verify the accuracy of data inputs for the divisional Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System (DCPS), Customer Service Representative (CSR), in/out-processing, DTS, and Functional Area Records Management (FARM).
Assist with the suspense tracking system through Work Flow.
Provide assistance in the development of program documentation, including aircraft availability plans, program management plans, modification management plans, and other program plans, strategies, schedules, or agreements necessary for efficient program management.
Serve as the focal point for collecting, preparing, and displaying materials for staff meetings.
Provide administrative support for management, financial, contracting, configuration, engineering, system integration, and logistics management activities.
Provide administrative assistance to the Management Operations Division and personnel.
Assist in managing and tracking the civilian and military decoration programs within the directorate/division.
Assist with tracking the training budget information for the training Government Purchase Card (GPC) holder.