Job Description
Administrative Professional
Job Locations
US-OH-WPAFB
ID
2024-7957
Category
Administrative
Type
Regular Full-Time
Overview
Credence Management Solutions, LLC, is hiring an Administrative Professional who will be primarily responsible for supporting AFRL/RY at Wright-Patterson AFB, OH.
Responsibilities
Complete administrative tasks as necessary to support management operations functions for branch, division and directorate (including senior leaders). These tasks include: tracking IPT manning and preparing organizational charts; data entry functions (including Comprehensive Cost and Requirement System (CCaR), Job Order Cost Accounting System (JOCAS); integrating information into required reports; generation and maintenance of training requirements, files, forms and established file plans (paper and electronic); processing mail; (receive, sign for, and distribute mail, both classified and unclassified, and access, store, and handle classified material as required); preparing correspondence per standard government formats; (both classified and unclassified); management and operation of facsimile, printing and copying equipment; and supplies and equipment ordering. Complies with established security instructions/manuals pertinent to accepting, sorting, delivering, handling, and safeguarding of classified material.
Assist in the use of USAF standard desktop based computers and operating systems to produce databases, spreadsheets, graphics and other specialized products, and facilitate the use of standardized automated forms such as travel orders (including Defense Travel System (DTS), performance reports (including Clarity PPM, materials procurement, maintenance and disposition, as well as other periodic or ad hoc reports).
Assist with writing end of week reports, monthly activity reports, bi-monthly ISR reports.
Assist in preparation of award write-ups, award submission packages or a variety of different required formats.
Shall support in the planning, preparation, editing, creation, and publication of finished products, e.g., program documentation, plans, directives, reports, briefings and other presentations, as required (technical and non-technical; classified and unclassified) in the media and format requested.
Provide support in the processing and disposition of work effort reports (including processes of the Department of Defense Scientific and Technical Information (STINFO) office and the Defense Technical Information Center (DTIC)) and retirement of folders and documents.
Assist in performing duties of the Record Custodian (RC), including the establishment and maintenance of master files (both paper and electronic) and file plans of program data (both classified and unclassified), to facilitate tracking and resolution of issues associated with operations and assist in maintaining government-approved research and development case files. Non-disclosure agreements shall be maintained on all contractors with current active contracts within the division.
Assist in establishment, implementation and maintenance of organizational Operating Instructions (OIs). This includes the creation and maintenance of Self- Inspection checklists.
Assist in verifying checklists against current administrative and organizational processes and assist in maintenance of a tracking system for identification and correction of deficiencies.
Assist with ordering of office supplies through inventory, gathering requests for supplies, and preparing and itemizing various lists for supplies and equipment to be ordered and purchased by the Government office to enable fulfillment of the mission.
Serve as the initial focal point for collecting and visually displaying materials for staff meetings and office organized information exchange meetings.
Assist in retrieving data/information in the form of queries and reports; assist in the maintenance of tracking systems for identification of deficiencies and corrective actions/closure, and to prepare various documentation for Government review and approval.
Be the single point in the division or branch to receive, coordinate, disseminate, track progress, and close all taskers coming to the division or branch Workflow Inbox.
Design and present status of all outstanding workflows to division senior leadership team during weekly staff meetings and periodically upon request; annually this amounts to managing 350+ workflows.
Interact daily with staff and division leadership in a professional and polite manner.
Responsible for receiving, sorting, and dispatching incoming/outgoing mail and comply with established DoD, AF and local guidance pertinent to accepting, sorting, delivering, handling, and safeguarding of classified material.
Lead the creation, advocacy and tracking of multiple conference request packages; prepare and submit technical conference approval request packages to include conference request documents, event attendance cost estimates, and AFRL master spreadsheet supporting all attendees; ensure consistency and accuracy in the package content and format in order to meet all required Secretary of the Air Force schedule milestones; compile spreadsheets to track all pertinent financial and attendee information; utilize the DoD Cost Assessment and Program Evaluation (CAPE) tool to create the applicable CAPE documents and track and support the advocacy of all the conference packages throughout the approval process.
Support the administrative planning and execution of at least two annual technology industry day events and at least one annual strategic planning event, as applicable.
Lead the administrative operation of these events to include compiling attendee lists, sending out invitations, procuring appropriate venues, leading the logistics for delivery of posters and presentations (unclassified/classified), arranging transportation (if applicable), and leading attendee check-in.
Support technology industry day events, conferences/ symposium, SAB and annual strategic planning events as applicable. The contractor shall provide records management support for the division by utilizing software applications such as Clarity, DTS, Info Center, JOCAS, Outlook, PowerPoint, Word, and Share Data Warehouse; track and report on records management metrics to include Laboratory Management Reviews, Research Summary's and draft/final Technical Reports for all division projects.
Perform Records Custodian duties; digitally store and electronically file documentation using standard DoD, AF, AFMC, and/or AFRL enterprise systems such as LiveLink or SharePoint; type correspondence, copy documentation, process facsimile messages, answer common phone lines for divisions and branches, and direct callers and visitors to the appropriate individuals.
Update contract work unit information into AFRL's Clarity software tool (or other tools, as required), execute Clarity queries and distribute to program managers and engineers, and create spreadsheets to track all active division work units.
Complete travel approval requests and complete DTS orders; assist with preparation of awards and support the administration of technical workshops to include editing and emailing invitations, tracking responses, and administrative checking of attendees
Qualifications
Clearance: Secret or ability to obtain a Secret Clearance
Bachelors Degree and three (3) years of relevant experience or
Associates Degree and seven (7) years of relevant experience
nine (9) years of relevant experience in lieu of a degree
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
An understanding of professional services; 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
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Credence Management Solutions, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin, age, or disability.
