Administrative Assistant

Overview

At Credence, we support our clients’ mission-critical needs, powered by technology. We provide cutting-edge solutions, including AI/ML, enterprise modernization, and advanced intelligence capabilities, to the largest defense and health federal organizations. Through partnership and trust, we increase mission success for war-fighters and secure our nation for a better future. 

We are privately held, are repeatedly recognized as a top place to work, and have been on the Inc. 5000 Fastest Growing Private Companies list for the last 13 years. We practice servant leadership and believe that by focusing on the success of our clients, team members, and partners, we all achieve greater success. 

Credence has an immediate opening for an Administrative Assistant who will be primarily responsible for supporting the Air Force Research Laboratory Sensors Directorate (AFRL/RY) directorate at Wright Patterson AFB, OH. 

AFRL/RY’s mission is to lead the discovery and development of future capabilities providing integrated intelligence, surveillance, and reconnaissance (ISR), combat identification, and spectrum warfare effects.

Responsibilities include, but are not limited to the duties listed below

• Complete administrative tasks that support branch, division, and directorate management operations, including senior leaders.
• Track IPT manning and prepare organizational charts.
• Perform data entry and integrate information into required reports, including systems such as CCaR and JOCAS.
• Generate and maintain training requirements, files, forms, and established paper and electronic file plans.
• Process incoming and outgoing mail, including receiving, signing for, distributing, storing, and handling classified and unclassified material in accordance with security requirements.
• Prepare classified and unclassified correspondence using standard government formats.
• Manage and operate fax, printing, and copying equipment.
• Coordinate office supply requests, inventory, and equipment ordering to support mission needs.
• Support the use of USAF standard desktop systems to produce databases, spreadsheets, graphics, travel orders, performance reports, and other recurring or ad hoc products.
• Assist with end-of-week reports, monthly activity reports, bi-monthly ISR reports, award write-ups, and award submission packages.
• Support the planning, editing, creation, and publication of program documentation, plans, directives, reports, briefings, and presentations in the requested media and format.
• Assist with processing and disposition of work effort reports, including STINFO and DTIC processes, and retirement of folders and documents.
• Perform Record Custodian support duties, including maintaining master files, file plans, and government-approved research and development case files.
• Maintain non-disclosure agreements for all personnel with active contracts within the division.
• Assist in establishing, implementing, and maintaining organizational Operating Instructions and Self-Inspection checklists.
• Verify checklists against current administrative and organizational processes and maintain tracking systems for deficiencies and corrective actions.
• Serve as the initial focal point for collecting and visually displaying materials for staff meetings and information exchange meetings.
• Retrieve data and reports, prepare documentation for Government review and approval, and support workflow tracking and closure.
• Serve as the single point of contact for receiving, coordinating, disseminating, tracking, and closing workflow taskers for the division or branch.
• Send reminder and follow-up emails to offices of primary responsibility, archive workflow taskers and supporting documentation in LiveLink or SharePoint, and communicate status to division or branch management.
• Design and present the status of outstanding workflows to division senior leadership during weekly staff meetings and upon request.
• Lead the creation, advocacy, and tracking of conference request packages, including cost estimates, spreadsheets, CAPE documents, and milestone tracking.
• Support planning and execution of annual technology industry day events and strategic planning events, including invitations, venues, logistics, transportation, and attendee check-in.
• Provide records management support using applications such as Clarity, DTS, Info Center, JOCAS, Outlook, PowerPoint, Word, and Share Data Warehouse.
• Track and report records management metrics, including Laboratory Management Reviews, Research Summaries, and draft and final Technical Reports.
• Digitally store and electronically file documentation in DoD, Air Force, AFMC, and AFRL enterprise systems such as LiveLink or SharePoint.
• Update contract work unit information in Clarity, execute queries, distribute results, and track active division work units.
• Support NATO panel activities by preparing presentations and documentation, coordinating meetings, scheduling rooms and telecom lines, sending visit requests, managing calendars and voicemail, and filing technical papers.
• Complete travel approval requests and DTS orders, assist with awards preparation, and support technical workshops through invitations, response tracking, and attendee administration.
• Provide administrative support for Building 622, including issuing and tracking facility badges, maintaining badge inventories, processing badge forms, and maintaining visitor logs.
• Manage visitor check-in, issue appropriate badges, process visit requests in JPAS, support base exercises, provide visitor lists during emergencies, and perform evacuation officer duties as required.
• Monitor the visitor entry control area and surrounding exterior areas and notify the appropriate security personnel of potential issues.
• Update and maintain division and branch information files on SharePoint.
• Provide administrative support for MINSEC.

Requirements

• Clearance: Secret or ability to obtain one
• Strong professional and business communication skills
• Self-motivation and the ability to work independently and in a team environment
• Strong organizational and time management skills
• Intermediate to Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Visio; Expertise with DTS, JOCAS, DCPS, ABSS, WAWF, TFIMS, PBAS, AFRIMS, EBS, and LiveLink
• Strong interpersonal skills and above average verbal and written communication skills

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development

Please join us, as together we build a better world one mission at a time powered by Technology and its People!