Business Support Specialist

Small Business Consulting Corporation•Bossier City, LA

19h•Onsite

About The Position

This position serves as the primary point of contact to the squadron commander/director for all administrative support programs including task management, cybersecurity liaison (CL), Government Travel Card (GTC) program, Defense Travel System (DTS) administrator, drug demand reduction program, health care program, fitness program, Government Purchase Card (GPC) program, safety program, Automated Data Processing Equipment (ADPE) accounts, security program, supply program, civilian timecard program, and unit recognition program. The specialist also acts as a liaison with personnel flights on personnel issues and assists in the oversight of organization manpower resource requirements. The role involves directly assisting the commander/director in managing administrative support program functions, administering programs, and serving as the primary source of information for administrative reports and correspondence. It also includes assisting the commander/director with internal operations such as administrative training, security, developing organizational operating instructions, and providing personnel assistance. The specialist will be the point of contact for newly assigned personnel, orienting them to the organization's functions, introducing them to key personnel, and scheduling initial training. They will propose alternate approaches for efficient program operation, assist in planning and coordinating policy implementation, disseminate information, determine administrative needs, and instruct others on policy changes. The role also involves identifying and implementing process improvements, training and overseeing squadron POCs, assigning and prioritizing work, collecting and compiling data for recommendations, conducting reviews and briefings, and performing studies to ensure program compliance. Additionally, the specialist serves as the organizational point of contact and liaison with the personnel flight on military and civilian personnel issues, staying updated on personnel requirements, explaining regulations, and processing personnel transactions. They monitor action requests, track personnel, manpower, and training transactions, review performance reports, and coordinate work efforts. The position also involves assisting in planning, administering, and monitoring manpower resource requirements, serving as the point of contact for position utilization, maintaining manpower manning documents, reviewing requests for revised authorizations, and providing guidance on manpower requirements and organizational structure. They will analyze manpower products for quality control, coordinate UMD changes, reconcile documents, and ensure corrections in MPES. Finally, the specialist performs other clerical and administrative work, develops and maintains office procedures and records, provides advice and guidance on administrative requirements, assists other clerical staff, updates tracker files, prepares time and attendance, assists with command-sponsored events, requisitions office supplies, and may handle classified material.

Requirements

A strong administrative background.
Proficient in Microsoft products.
Proactive and resourceful ("A go 'getter'").
Comfortable working with HQ front office, general staff, and many other agencies.
Quick with any redirects that will occur.
Comfortable with navigating Envision.
Knowledge of the organizational and functional responsibilities and operations of an organization.
Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents such as letters, reports, spreadsheets, databases, and graphs.
Knowledge of structure, programs and work methods of organization for personnel/manning issues.
Skill in fact-finding, problem analysis, problem resolutions, and development of concrete action plans to solve problems.
Ability to gather, analyze and present facts.
Ability to communicate effectively, using tact and courtesy.
Ability to plan, organize work, and meet deadlines.
Ability to plan and organize management programs and functions of an organization.

Nice To Haves

Experience working within a front office/CSS.
Prior service opportunity.
Basic knowledge of Publications.
Training experience of some type (e.g., conducting training sessions for Tongue and Quill, or basic Envision).
Able to gain a minimum of SIPR access.
An understanding in the workings of some "additional duty" programs.

Responsibilities

Serve as the primary point of contact to the squadron commander/director for all administrative support programs to include but not limited to task management, cybersecurity liaison (CL), Government Travel Card (GTC) program, Defense Travel System (DTS) administrator, drug demand reduction program, health care program, fitness program, Government Purchase Card (GPC) program, safety program, Automated Data Processing Equipment (ADPE) accounts, security program, supply program, civilian timecard program and unit recognition program.
Serve as liaison with personnel flights on personnel issues and assists in oversight of organization manpower resource requirements.
Directly assist the commander/director in the management of all administrative support program functions.
Administer programs and serve as the primary source of information; preparation, maintenance, and deposition of required administrative reports and other correspondence.
Assist commander/director in accomplishing all necessary internal operations to include administrative training, security, development of organizational operating instructions and regulations, and personnel assistance.
Act as the point of contact for all newly assigned personnel; orients them regarding the basic functions of the organization, introduces them to key personnel and schedules their initial training/orientation requirements.
Propose alternate approaches to management to more efficiently operate programs.
Assist in planning for and coordinating the implementation and compliance with higher echelon policy and procedural requirements in the area of administration.
Disseminate information concerning new or changed procedures/regulations.
Determine administrative needs, and assures these needs are met.
Instruct others on changes in administrative policies and procedures.
Identify and implement processes which can be improved or made more efficient through application of automated technology or other methods.
Train, orient, direct, and oversee the duties and work products of squadron POCs.
Suspense and/or prioritize work.
Assign suspenses to all staff personnel to support the commander/director.
Collect, organize, and compile data in order to recommend actions to the commander/director.
Conduct reviews and briefings on all facets of management functions with recommended courses of action for resolving problems.
Conduct studies, inquiries, and surveys to determine compliance with program requirements.
Serve as the organizational point of contact and liaison with the personnel flight on military and civilian personnel issues.
Stay abreast of current personnel issues and provides explanations of personnel-related requirements, regulations, and procedures to supervisors and managers.
Determine the necessary steps to perform the full range of administrative functions associated with personnel assignments, promotions, and performance evaluations.
Generate and process required military and civilian personnel transactions.
Monitor military personnel action requests, tracks personnel, manpower, and training transactions as documentation flows through the office and provides status reports to management.
Monitor preparation of performance reports, reviews for accuracy and consistency with available guidelines, and ensures timely submission.
Coordinate work efforts affecting organizational personnel with appropriate offices and resolves conflicts.
Assist in planning, administering, and monitoring manpower resource requirements.
Serve as the point of contact for both civilian and military position utilization.
Maintain manpower manning documents.
Review requests for revised manpower authorizations, and makes recommendations for approval or disapproval as required.
Receive changes to UMD and notify appropriate officials and follows up with appropriate action.
Provide guidance to supervisors relating to military and civilian manpower requirements, organizational structure, authorization and utilization of positions, military-civilian mix, skills imbalance.
Review requests for military and civilian fills.
Review requests for civilian over hires.
Review all projected movements of authorizations.
Analyze manpower products, reject listings, and transaction registers for quality control; identify discrepancies, and ensures corrections are made.
Coordinate UMD changes such as functional account codes, Air Force Specialty Codes etc.
Reconcile Unit Manning Documents with position control roster and identifies mismatches.
Ensure changes and corrections are made in the Manpower Programming and Execution System (MPES).
Analyze manpower documents for accuracy and ensures that products are distributed to customers.
Perform other clerical and administrative work in support of the office/organization.
Develop, establish, update, and maintain office procedures and records/files of various types to ensure effective and efficient operation of the office.
Provide advice and guidance to staff in the organization on administrative, clerical, and procedural requirements.
Assist other clerical staff in locating and selecting the appropriate guidelines, references, and procedures for application to specific cases.
Update tracker or suspense files for unclassified documents as required.
Prepare, consolidate, submit, and maintain time and attendance in accordance with established procedures.
Assist project officer in making arrangements for command sponsored events ensuring proper protocol is followed.
Requisition office supplies, printing support, and related materials and services.
May be responsible for the receipt, control, logging, and safekeeping of classified material received.
Ensure consistency and regulatory compliance by advising the Commander and office staff in accordance with rules, regulations, and policies.