Business Support Specialist

Small Business Consulting Corporation•Shreveport, LA

1d•Onsite

About The Position

To serve as the primary point of contact to the squadron commander/director for all administrative support programs, including 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. This role also serves as a liaison with personnel flights on personnel issues and assists in the oversight of organization manpower resource requirements. The specialist directly assists the commander/director in managing all administrative support program functions, administers programs, and acts as the primary source of information, including the preparation, maintenance, and deposition of required administrative reports and correspondence. They assist the commander/director in internal operations such as administrative training, security, development of organizational operating instructions and regulations, and personnel assistance. The position acts as the point of contact for newly assigned personnel, orienting them and scheduling initial training. Responsibilities include proposing alternate approaches for efficient program operation, assisting in planning and coordinating the implementation of higher echelon policy, disseminating information, determining administrative needs, and instructing others on procedural changes. The specialist identifies and implements process improvements through automated technology, trains squadron POCs, assigns and prioritizes work, collects and compiles data for recommendations, conducts reviews and briefings, and performs studies to ensure program compliance. They serve as the organizational point of contact and liaison with the personnel flight on military and civilian personnel issues, providing explanations of personnel-related requirements to supervisors and managers. The role involves determining steps for administrative functions related to personnel assignments, promotions, and performance evaluations, generating transactions, monitoring action requests, tracking personnel, manpower, and training, and providing status reports. They also monitor performance report preparation, review for accuracy, and ensure timely submission, coordinating work efforts and resolving conflicts. Additionally, the specialist assists in planning, administering, and monitoring manpower resource requirements, serving as the point of contact for position utilization, maintaining manning documents, reviewing requests for revised authorizations, and providing guidance on manpower requirements and organizational structure. They analyze manpower products for quality control, identify discrepancies, and ensure corrections, coordinating UMD changes and reconciling documents. Finally, the specialist performs other clerical and administrative work, developing and maintaining office procedures and records, providing advice and guidance to staff, assisting with guidelines, updating tracker files, preparing time and attendance, assisting with command-sponsored events, requisitioning supplies, and potentially managing classified material, ensuring consistency and regulatory compliance.

Requirements

Basic knowledge of Publications
A strong administrative background
Proficient in Microsoft products
Able to gain a minimum of SIPR access
Comfortable with navigating Envision
An understanding in the workings of some "additional duty" programs
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, communicate effectively, using tact and courtesy and posses the 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
A go "getter" (proactive, self-starter)
Quick with any redirects that will occur (adaptability, problem-solving)
Training experience of some type (e.g., conducting training sessions for Tongue and Quill, or basic Envision)

Responsibilities

Directly assists the commander/director in the management of all administrative support program functions.
Administers programs and serves as the primary source of information; preparation, maintenance, and deposition of required administrative reports and other correspondence.
Assists commander/director in accomplishing all necessary internal operations to include administrative training, security, development of organizational operating instructions and regulations, and personnel assistance.
Acts 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.
Proposes alternate approaches to management to more efficiently operate programs.
Assists in planning for and coordinating the implementation and compliance with higher echelon policy and procedural requirements in the area of administration.
Disseminates information concerning new or changed procedures/regulations.
Determines administrative needs, and assures these needs are met.
Instructs others on changes in administrative policies and procedures.
Identifies and implements processes which can be improved or made more efficient through application of automated technology or other methods.
Trains, orients, directs, and oversees the duties and work products of squadron POCs.
Suspenses and/or prioritizes work. Assigns suspenses to all staff personnel to support the commander/director.
Collects, organizes, and compiles data in order to recommend actions to the commander/director.
Conducts reviews and briefings on all facets of management functions with recommended courses of action for resolving problems.
Conducts studies, inquiries, and surveys to determine compliance with program requirements.
Serves as the organizational point of contact and liaison with the personnel flight on military and civilian personnel issues.
Stays abreast of current personnel issues and provides explanations of personnel-related requirements, regulations, and procedures to supervisors and managers.
Determines the necessary steps to perform the full range of administrative functions associated with personnel assignments, promotions, and performance evaluations.
Generates and processes required military and civilian personnel transactions.
Monitors military personnel action requests, tracks personnel, manpower, and training transactions as documentation flows through the office and provides status reports to management.
Monitors preparation of performance reports, reviews for accuracy and consistency with available guidelines, and ensures timely submission.
Coordinates work efforts affecting organizational personnel with appropriate offices and resolves conflicts.
Assists in planning, administering, and monitoring manpower resource requirements.
Serves as the point of contact for both civilian and military position utilization.
Maintains manpower manning documents.
Reviews requests for revised manpower authorizations, and makes recommendations for approval or disapproval as required.
Receives changes to UMD and notifies appropriate officials and follows up with appropriate action.
Provides guidance to supervisors relating to military and civilian manpower requirements, organizational structure, authorization and utilization of positions, military-civilian mix, skills imbalance. Reviews requests for military and civilian fills.
Reviews requests for civilian over hires. Reviews all projected movements of authorizations.
Analyzes manpower products, reject listings, and transaction registers for quality control; identifies discrepancies, and ensures corrections are made. Coordinates UMD changes such as functional account codes, Air Force Specialty Codes etc. Reconciles Unit Manning Documents with position control roster and identifies mismatches. Ensures changes and corrections are made in the Manpower Programming and Execution System (MPES). Analyzes manpower documents for accuracy and ensures that products are distributed to customers.
Performs other clerical and administrative work in support of the office/organization.
Develops, establishes, updates, and maintains office procedures and records/files of various types to ensure effective and efficient operation of the office.
Provides advice and guidance to staff in the organization on administrative, clerical, and procedural requirements.
Assists other clerical staff in locating and selecting the appropriate guidelines, references, and procedures for application to specific cases.
Updates tracker or suspense files for unclassified documents as required.
In accordance with established procedures prepares, consolidates, submits, and maintains time and attendance.
Assists project officer in making arrangements for command sponsored events ensuring proper protocol is followed. Requisitions 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.