Administrative Specialist, Senior

COLSA • Shalimar, FL

3d

About The Position

Provide support with preparing reports, papers, and briefings IAW DAFH 33-337 and AFMC communications policies and templates and prepare correspondence IAW AFMAN 33-326. Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on leadership’s behalf. Maintain appointment calendars and conference room schedules. Assist leadership with scheduling appointments and maintain updates/change calendar as needed. Organize/coordinate meetings and conferences including those involving staff from outside organizations. Collaborate with other organizations within leadership’s span of responsibility and communication to proactively plan future engagements to support mission requirements. Make inquiries and follow-up when in-depth information is needed. Answer telephones, forward messages, and provide responses to routine queries. Screen and direct incoming calls or visitors to the appropriate individual or unit. Serve as the organization’s travel clerk, using Defense Travel System functions on behalf of traveler IAW the Defense Travel Administrator’s Manual. Assist with coordination, consolidation, analyses, distribution and monitor action items, suspenses and responses for assigned organization level. Provide inputs and recommendations regarding administrative and office management processes and procedures. Assist with preparation and updates to program office file management documents. Maintain comprehensive and accurate records. Prepare agendas, reports and briefings for staff meetings. Assist with organizational workflows. Timekeeper duties (e.g. Automated Time Attendance and Production System (ATAAPS)). 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/

Requirements

• Proficiency in preparing reports, papers, and briefings according to specified guidelines (DAFH 33-337, AFMC communications policies and templates).
• Ability to prepare correspondence according to specified guidelines (AFMAN 33-326).
• Skills in administrative assistance, including writing and editing e-mails and drafting memos.
• Experience in maintaining appointment calendars and conference room schedules.
• Capability to organize and coordinate meetings and conferences.
• Experience in collaborating with other organizations for planning future engagements.
• Ability to make inquiries and follow up for information.
• Proficiency in answering telephones, forwarding messages, and responding to routine queries.
• Experience in screening and directing calls or visitors.
• Knowledge of the Defense Travel System (DTS) for travel clerk duties.
• Ability to assist with coordination, consolidation, analysis, distribution, and monitoring of action items, suspenses, and responses.
• Skills in providing recommendations for administrative and office management processes.
• Experience in assisting with preparation and updates to program office file management documents.
• Ability to maintain comprehensive and accurate records.
• Skills in preparing agendas, reports, and briefings for staff meetings.
• Ability to assist with organizational workflows.
• Experience with timekeeping duties using ATAAPS.

Responsibilities

• Prepare reports, papers, and briefings IAW DAFH 33-337 and AFMC communications policies and templates.
• Prepare correspondence IAW AFMAN 33-326.
• Provide administrative assistance, including writing and editing e-mails, drafting memos, and preparing communications on leadership’s behalf.
• Maintain appointment calendars and conference room schedules.
• Assist leadership with scheduling appointments and maintain updates/change calendar as needed.
• Organize and coordinate meetings and conferences, including those involving staff from outside organizations.
• Collaborate with other organizations within leadership’s span of responsibility and communication to proactively plan future engagements to support mission requirements.
• Make inquiries and follow-up when in-depth information is needed.
• Answer telephones, forward messages, and provide responses to routine queries.
• Screen and direct incoming calls or visitors to the appropriate individual or unit.
• Serve as the organization’s travel clerk, using Defense Travel System functions on behalf of traveler IAW the Defense Travel Administrator’s Manual.
• Assist with coordination, consolidation, analyses, distribution and monitor action items, suspenses and responses for assigned organization level.
• Provide inputs and recommendations regarding administrative and office management processes and procedures.
• Assist with preparation and updates to program office file management documents.
• Maintain comprehensive and accurate records.
• Prepare agendas, reports and briefings for staff meetings.
• Assist with organizational workflows.
• Perform timekeeper duties using Automated Time Attendance and Production System (ATAAPS).

Benefits

• Employee-centric culture
• Benefits detailed at https://www.colsa.com/culture_benefits/

What This Job Offers

• Career Level: Senior
• Education Level: No Education Listed