Journeyman Admin. Asst.

Vector CSP LLC•Lexington Park, MD

18h•$52,000 - $57,000

About The Position

This role involves a wide range of administrative and support tasks for command travel, office management, and special events. The Journeyman Admin. Asst. will be responsible for processing requests in the Defense Travel System (DTS), managing reception duties, coordinating various logistical aspects of command events, managing office supplies and inventory, and assisting with special events such as potlucks, holiday parties, picnics, and graduations. This includes detailed management of diplomas, gift bundles, and event coordination.

Requirements

Knowledge of processing requests in the Defense Travel System (DTS).
Ability to complete biodata prep forms for DT-II/Capstone for students (full name, DOB, POB, Passport number, issuing country, citizenship, issuing date of passport, and expiration date of passport).
Ability to input students and instructors travel authorizations into DTS.
Ability to input students and instructors travel vouchers and receipts into DTS.
Ability to react to real-time travel issues within working hours and correspond with SATO.
Ability to answer phone calls.
Ability to greet people at the window and direct them as needed.
Management of primary DISS and BASICS requests for command travel.
Coordination of nametags with vendor for new staff.
Management of 'Gee dunk' sales, including depositing checks and cash at the bank.
Balancing budget in conjunction with civilian counterpart.
Real-time inventory management.
Ordering, tracking, and correspondence with vendor.
Closet management/cleanliness.
Setup and breakdown coordination for command events.
Supply closet management, including inventory and cleanliness.
Quarterly office supply request processing, including soliciting input from command, cross-referencing requests with current inventory, and generating P-CARD with all information for AO review and signature.
CO Book management, including keeping real-time inventory of books issued to new staff and graduating students, and generating PCARD for needed books and submitting to AO for review.
Manage USN command ball caps with Command SEL.
Special Event support, including Thanksgiving Potluck, Holiday Party, Summer Picnic, New student indoctrination (Spouse social, Mattapany Reception), and Graduation.
Diploma management for graduation, including soliciting input from CAI and students, populating and validating spreadsheet for AO review/approval, generating P-CARD request and coordinating with Jostens, tracking order and delivery, verifying diplomas received are accurate, routing to JT and Skipper for signature, and placing in display folders once signed.
Coordinate graduation day breakfast with class leader’s spouse.
Organize patches and coins for patching ceremony.
Create gift book bundle for all graduating students (wrapped in orange ribbon with nametag).
Manage child gift bag management.

Nice To Haves

Work with Command SEL to procure necessary food, utensils, etc. for events.
Gee dunk setup/breakdown coordination and sales in hangar.
Procure and wrap raffle prizes identified by command leadership.
Manage party favors.
Support coordinator as needed/within reason for events.
Coordinate food and setup/breakdown with class leader’s spouse for spouse social.
Generate nametags for all hosts, staff, and guests for Mattapany Reception.
Coordinate graduation day breakfast with class leader’s spouse.
Organize patches and coins for patching ceremony.
Create gift book bundle for all graduating students (wrapped in orange ribbon with nametag).
Manage child gift bag management (Likely going away).

Responsibilities

Process requests in the Defense Travel System (DTS), including biodata prep forms, inputting travel authorizations and vouchers, and addressing real-time travel issues.
Perform reception duties such as answering phone calls and greeting visitors.
Manage primary DISS and BASICS requests for command travel.
Coordinate nametags with vendors for new staff.
Manage 'Gee dunk' sales, including depositing checks and cash, balancing budgets, real-time inventory management, ordering, tracking, vendor correspondence, closet management, and setup/breakdown coordination for command events.
Manage the supply closet, including inventory and cleanliness.
Process quarterly office supply requests by soliciting input, cross-referencing with inventory, and generating P-CARD requests.
Manage CO Book inventory and generate P-CARD requests for needed books.
Manage USN command ball caps with the Command SEL.
Provide support for special events including Thanksgiving Potluck, Holiday Party, Summer Picnic, New Student Indoctrination (Spouse social, Mattapany Reception), and Graduation.
Manage diploma processes for graduation, including soliciting input, validating spreadsheets, generating P-CARD requests, tracking orders, verifying accuracy, routing for signatures, and placing in display folders.
Coordinate graduation day breakfast and organize patches and coins for the patching ceremony.
Create gift book bundles for graduating students.
Manage child gift bag distribution.