Senior Administrative Support

Odyssey Systems Consulting Group•Dayton, OH

12d•Onsite

About The Position

Odyssey Systems has an exciting new opportunity for a Part Time Senior Administrative Support role supporting the AFLCMC Engineering Directorate, Acquisition Environmental and Industrial Facilities Division (AFLCMC/EN). Responsibilities Duties include, but not limited to: Accomplish administrative tasks necessary to support daily operations functions within the AFLCMC/EZV. Interact and coordinate with lateral organizations or external agencies as required including base facility, personnel, security, computer support, and building managers to facilitate uninterrupted day-to-day operations of AE&IF Division. Provide administrative support to the AE&IF Division and personnel including but not limited to the following: Providing Directorate-level support for civilian pay timekeeper duties; Providing Directorate-level support of the Freedom of Information Act (FOIA) and Privacy Act Monitor programs; Assisting with in- and out-processing of personnel as they enter, move within, or exit the division; Tracking, monitoring, and distributing office Senior Officer Communication and Coordination Electronic Resource (SOCCER) suspenses; Performing all aspects of mail management for the directorate to include but not be limited to maintaining the mail Jog (e.g. United Postal Service (UPS), Federal Express, classified, third party mail, and outbound Federal Express shipping); receiving, signing and distributing unclassified and classified mail (processing, maintaining, and filing classified mail receipts, contacting authorized personnel for classified material delivery, and ensuring packages have authorized signatures); access, store, and handle classified material as required; and transport packages to the base mail center; Assisting in tracking unit staffing and preparing organizational charts, updating pyramid alert/recall and shelter-in-place rosters; Assisting with the directorate supply program including but not limited to ordering, receiving, storing, distributing, and accounting for office supplies and equipment (i.e. gathering requests for supplies and preparing itemized lists for supplies/equipment to be ordered and purchased by the Government office). Operating facsimile equipment and Video Teleconferencing (VTC) equipment, including VTC bridge scheduling and VTC connectivity. Assist in the development and maintenance of office procedures manual in each assigned area. Develop and maintain self-inspection checklists. Assist in verifying checklists against administrative processes and assist in the maintenance of a tracking system for identification and correction of deficiencies. Assist in unit compliance and operational readiness inspections as well as emergency management program execution. Support the planning, formulating, editing, developing, publishing, and storing finished products, to include but not be limited to program documentation, plans, directives, reports, briefings, and other presentations as required (technical and non-technical, classified and unclassified) in the media and format requested. Assist in establishing and maintaining master files and file plans on both classified and unclassified systems. Provide support as the Primary or Alternate Directorate Functional Area Records Manager (FARM) and the division records custodian and shall respond to record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria. The Contractor shall have an understanding of the Air Force Records Information Management System (AFRIMS) and the Electronic Records Management (ERM) structure to provide support in filing all records, files, documentation, and working papers. Assist with the suspense tracking system. Provide weekly updates on the status of suspenses either during regularly scheduled meetings or via ad hoc requests. The Contractor shall ensure proper assignment, completion, and accurate reporting of suspenses via the applicable software tools and operating systems including but not limited to SOCCER tasks as well as AFMC SOCCER automated suspense tracking. Utilize Government-provided computer operating systems, and web-based management information systems to produce required documentation. Provide support in collecting, preparing, and displaying materials for staff meetings. Provide support in planning, formulating, editing, developing, and publishing finished products ( e.g., technical and non-technical program documentation, plans, directives, reports, briefings, correspondences, and other presentations) in the media and format requested. Assist in the use of computer applications to produce databases, spreadsheets, graphics, and other specialized products and facilitate the use of standardized automated forms. Assist in data entry functions and retrieving data/information in the form of queries and reports. Assist in the maintenance of tracking systems.

Requirements

Citizenship: Must be a US citizen
Clearance : Secret
Education: Master’s or Doctorate Degree in a related field and ten years of experience in the respective technical / professional discipline being performed, five years of which must be in the DoD OR, Bachelor’s Degree in a related field and 12 years of experience in the respective technical/professional discipline being performed, five of which must be in the DoD OR, 15 years of directly related experience with proper certifications as described in the PWS labor category performance requirements, eight of which must be in the DoD.
Proficient in managing classified and unclassified records using Air Force Records Information Management System (AFRIMS) and Electronic Records Management (ERM) tools to ensure compliance with federal documentation standards.
Skilled in using SOCCER, AFMC SOCCER, and other suspense tracking systems to monitor, assign, and report task completions across directorate-level operations.
Experienced in coordinating with cross-functional support teams (e.g., facilities, security, IT, personnel) to maintain uninterrupted daily operations within AFLCMC/EZV.
Adept at operating and scheduling Video Teleconferencing (VTC) systems and managing secure communications, including classified mail handling and distribution in accordance with DoD protocols.
Competent in using Microsoft Office Suite, SharePoint, and web-based management systems to develop, edit, and publish technical and non-technical documentation, reports, and briefings.
Demonstrated strong collaboration and coordination skills by working closely with internal teams and external agencies to ensure seamless daily operations across the AE&IF Division.
Maintained professional and responsive communication with leadership, staff, and support personnel, fostering trust and reliability in high-tempo environments.
Excelled in multi-tasking and prioritization, managing competing deadlines, suspense tracking, and task delegation with accuracy and composure.
Provided exceptional customer service by supporting in- and out-processing, resolving administrative issues, and ensuring personnel needs were met efficiently.
Adapted quickly to changing priorities and organizational needs, showing flexibility and initiative during periods of high operational demand, including emergency management and inspection readiness.

Responsibilities

Accomplish administrative tasks necessary to support daily operations functions within the AFLCMC/EZV.
Interact and coordinate with lateral organizations or external agencies as required including base facility, personnel, security, computer support, and building managers to facilitate uninterrupted day-to-day operations of AE&IF Division.
Provide administrative support to the AE&IF Division and personnel including but not limited to the following: Providing Directorate-level support for civilian pay timekeeper duties; Providing Directorate-level support of the Freedom of Information Act (FOIA) and Privacy Act Monitor programs; Assisting with in- and out-processing of personnel as they enter, move within, or exit the division; Tracking, monitoring, and distributing office Senior Officer Communication and Coordination Electronic Resource (SOCCER) suspenses.
Performing all aspects of mail management for the directorate to include but not be limited to maintaining the mail Jog (e.g. United Postal Service (UPS), Federal Express, classified, third party mail, and outbound Federal Express shipping); receiving, signing and distributing unclassified and classified mail (processing, maintaining, and filing classified mail receipts, contacting authorized personnel for classified material delivery, and ensuring packages have authorized signatures); access, store, and handle classified material as required; and transport packages to the base mail center.
Assisting in tracking unit staffing and preparing organizational charts, updating pyramid alert/recall and shelter-in-place rosters.
Assisting with the directorate supply program including but not limited to ordering, receiving, storing, distributing, and accounting for office supplies and equipment (i.e. gathering requests for supplies and preparing itemized lists for supplies/equipment to be ordered and purchased by the Government office).
Operating facsimile equipment and Video Teleconferencing (VTC) equipment, including VTC bridge scheduling and VTC connectivity.
Assist in the development and maintenance of office procedures manual in each assigned area.
Develop and maintain self-inspection checklists.
Assist in verifying checklists against administrative processes and assist in the maintenance of a tracking system for identification and correction of deficiencies.
Assist in unit compliance and operational readiness inspections as well as emergency management program execution.
Support the planning, formulating, editing, developing, publishing, and storing finished products, to include but not be limited to program documentation, plans, directives, reports, briefings, and other presentations as required (technical and non-technical, classified and unclassified) in the media and format requested.
Assist in establishing and maintaining master files and file plans on both classified and unclassified systems.
Provide support as the Primary or Alternate Directorate Functional Area Records Manager (FARM) and the division records custodian and shall respond to record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria.
The Contractor shall have an understanding of the Air Force Records Information Management System (AFRIMS) and the Electronic Records Management (ERM) structure to provide support in filing all records, files, documentation, and working papers.
Assist with the suspense tracking system.
Provide weekly updates on the status of suspenses either during regularly scheduled meetings or via ad hoc requests.
The Contractor shall ensure proper assignment, completion, and accurate reporting of suspenses via the applicable software tools and operating systems including but not limited to SOCCER tasks as well as AFMC SOCCER automated suspense tracking.
Utilize Government-provided computer operating systems, and web-based management information systems to produce required documentation.
Provide support in collecting, preparing, and displaying materials for staff meetings.
Provide support in planning, formulating, editing, developing, and publishing finished products ( e.g., technical and non-technical program documentation, plans, directives, reports, briefings, correspondences, and other presentations) in the media and format requested.
Assist in the use of computer applications to produce databases, spreadsheets, graphics, and other specialized products and facilitate the use of standardized automated forms.
Assist in data entry functions and retrieving data/information in the form of queries and reports.
Assist in the maintenance of tracking systems.