DBIDS Administrative Assistant
About The Position
The Administrative Assistant (DBIDS Processing) is responsible for coordinating, processing, and tracking all Defense Biometric Identification System (DBIDS) access requirements for employees requiring base entry. This role ensures timely, accurate, and compliant submission of DBIDS applications while serving as the liaison between employees, management, and military access control offices. This position plays a critical role in maintaining workforce readiness by ensuring employees have proper authorization to access job sites on military installations.
Requirements
- High School Diploma or equivalent required
- Minimum 1–2 years of administrative experience (HR or compliance-related experience preferred)
- Strong attention to detail and accuracy
- Ability to manage high-volume, time-sensitive processes
- Excellent organizational and tracking skills
- Strong written and verbal communication skills
- Ability to handle confidential information with discretion
- Proficiency in Microsoft Office (Excel, Outlook, Word) and/or HRIS systems (e.g., ADP preferred)
- Ability to work in a fast-paced, compliance-driven environment
Nice To Haves
- Associate’s Degree in Business Administration or related field preferred
- Experience with DBIDS, military base access processing, or federal contracting environment
- Familiarity with NAVFAC or Department of Defense access requirements
- Experience coordinating with government agencies or security offices
Responsibilities
- Prepare, review, and submit DBIDS applications for new hires, transfers, and renewals
- Ensure all required documentation is complete, accurate, and compliant with military installation requirements
- Coordinate DBIDS appointments with Visitor Control Centers (VCC) and military bases
- Track application status and maintain a real-time DBIDS log for all employees
- Follow up on pending, denied, or delayed applications
- Communicate DBIDS requirements, timelines, and instructions to employees and supervisors
- Schedule and coordinate employee visits to VCC for processing
- Provide guidance on required identification and documentation
- Troubleshoot access issues and escalate when necessary
- Maintain organized and confidential DBIDS records in accordance with company policy
- Ensure compliance with military base security protocols and company procedures
- Monitor expiration dates and proactively coordinate renewals
- Audit DBIDS records regularly for accuracy and completeness
- Serve as the primary point of contact between the company and DBIDS/VCC offices
- Coordinate with HR, Operations, and Office Management for onboarding and workforce planning
- Support site access planning for projects requiring base entry
- Maintain tracking spreadsheets and reporting dashboards (e.g., DBIDS status, expirations, approvals)
- Assist with onboarding logistics related to base access
- Support additional administrative tasks as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
11-50 employees
