Administrative Specialist, Senior

Administrative Specialist, Senior

Administrative & Operational Support

• Coordinate and facilitate high-level taskings and suspenses from CSAF, general officers, and Congress, ensuring timely and accurate responses via tools like the Task Management Tool (TMT).
• Serve as the primary liaison with lateral organizations, including base facility, security, IT support, public affairs, and building managers, to facilitate uninterrupted day-to-day operations.
• Manage executive calendars, deconflict schedules, and coordinate meetings, ensuring leadership has the most current information.
• Handle all aspects of office administration, including answering telephones, managing mail distribution (classified and unclassified), ordering and tracking office supplies, and operating office equipment.
• Develop and maintain procedures for typing, filing, copying, document control, and the destruction of sensitive data.
• Assist with the in- and out-processing of all personnel.

Personnel Support

• Oversee the division training program, including processing training requests and tracking budget information.
• Update and retrieve training information from the appropriate databases and the directorate's Integrated Digital Environment (IDE) to ensure records are current.
• Manage and track the civilian and military awards and decorations program, including processing nomination packages for quarterly/yearly recognition.
• Verify the accuracy of data in personnel and pay systems such as Automated Time Attendance and Production System (ATAAPS) and Defense Civilian Pay System (DCPS).
• Documentation, Meetings & Reporting
• Plan, formulate, edit, and publish a variety of finished products, including technical reports, program plans, briefings, and presentations in requested formats.
• Organize and facilitate program reviews and meetings, including room setup, VTC scheduling, preparing meeting minutes, and tracking action items.
• Create high-quality visual aids, graphics, and charts for briefings and reports; manage and file graphic materials for future use.
• Serve as the focal point for collecting, preparing, and displaying materials for recurring staff meetings.

Information & Records Management

• Serve as the Enterprise Information Management (EIM) SharePoint Access Approver and ERM records custodian.
• Maintain the official file plan using the Air Force Records Information Management System (AFRIMS) and conduct quarterly audits of SharePoint and network drives to ensure records management compliance.
• Utilize expert knowledge of AFRIMS and ERM to perform complex searches of active and inactive records.
• Update and maintain the EIM SharePoint site with current guidance and information.
• Assist with responses to Freedom of Information Act (FOIA) and Privacy Act requests.

Travel Support

• Manage and process CONUS and OCONUS travel arrangements and vouchers using the Defense Travel System (DTS), ensuring all expenditures are accurate, allowable, and properly approved.
• Serve as an Organizational Defense Travel Administrator (ODTA), maintaining training records for all DTS users.

Compliance & Inspections

• Assist with semi-annual self-inspection processes and support unit compliance and operational readiness inspections.
• Maintain self-inspection checklists and assist the Management Inspection Control Tool (MICT) administrator with tracking and closing deficiencies.
• Support the execution of the emergency management program, including maintaining and distributing procedures and recall rosters.

Required Experience

• HSD/GED, ten (10) years' experience as an administrative worker, five (5) years' DoD experience required
• Has the knowledge and ability to perform tasks related to the technical/professional discipline they are performing.
• The work can be done independently or monitored by senior employees to ensure compliance with proper procedures.
• Working knowledge of Microsoft 365 Apps to include desktop applications such as Word, Excel, PowerPoint, and Teams.
• U.S. Citizenship required; Ability to obtain and maintain a Secret security clearance required.

Preferred Qualifications:

• Prior System Program Office Administrative Support experience

Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. COLSA Corporation is an Equal Opportunity Employer, Minorities/Females/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

COLSA offers a comprehensive and customizeable benefits program which includes Medical, Dental, Vision, Life Insurance, Short-Term Disability, Long-Term Disability, Accidental Death & Dismemberment, Supplemental Income Protection Programs, 401(k) with company match, Flexible Spending Accounts, Employee Assistance Program, Education & Certification Reimbursement, Employee Discount Program, Paid Time Off and Holidays.

This position will be posted for a minimum of 3 business days. If a candidate has not been selected at that time, it will continue to be posted until a suitable candidate is selected or the position is closed.