Administrative Specialist, Senior

COLSA•Robins Air Force Base, GA

About The Position

Administrative & Operational Support 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. Personnel Support 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). Documentation, Meetings & Reporting 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. Information & Records Management 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. Travel Support 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. Compliance & Inspections 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. At COLSA, people are our most valuable resource and centered at our core value. We invite you to unite your talents with opportunity and be a part of our “Family of Professionals!” Learn about our employee-centric culture and benefits here [https://www.colsa.com/culture_benefits/].

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.