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Personal Assistant

Job in Cádiz - Spain
Full Time, Contract position
Listed on 2020-06-23
Job specializations:
  • Administrative/Clerical
    Admin Assistant, Entry Level Administration, Entry Level Office
  • HR/Recruitment
    HR Assistant
Job Description & How to Apply Below
Position:  Personal Assistant (Seeking US Citizen)
We are seeking US Citizen for Personal Assistant role.
Places of Performance: Naples Italy, Sigonella Italy, Rota Spain, Souda bay Greece

General Description:
Personnel Assistant I performs a variety of tasks including, but not limited to, clerical and secretarial duties. The work is under general supervision of higher-level personnel in preparation of various human resource tasks throughout compensation, benefits, staffing/employment, EEO procedures and policy administration.

Specific Tasks:
• The assistant is expected to exercise discretion at all times limited judgment may be necessary at times and may be required to operate general office equipment such as: typewriter, personal computer, copier, adding machine, and facsimile.
• Process Common Access Cards (CACs) in accordance with Department of Defense (DoD) regulations. Contractor is responsible for the issuance and strict control of armed forces identification and privilege cards for all eligible personnel, i.e., active duty military, retired military, 100% Disabled American Veteran (DAV) and respective dependents and verified contractors.
• “Process” includes determining eligibility, issuing and retrieving/returning CACs as applicable and, issuing and retrieving/destroying non-CAC ID cards as applicable.
• Any authorized Uniformed Service personnel office or ID card issuing facility with on-line access to the Defense Enrollment Eligibility Reporting System (DEERS) shall, on presentation of the required documentation or verification through the DEERS, verify and issue CACs to eligible recipients.
• Serve as a Verifying Official on DEERS/RAPIDS (Real-time Automated Personnel Identification System) terminal and ensure inputted data for accuracy and correctness.
• Assist customers with questions concerning identification card eligibility, application requirements and DEERS and answers telephone inquiries.
• Return all failed or retrieved CACs to Defense Manpower Data Center (DMDC) within seven business days of retrieval.
• Verify and update customer personnel data in accordance with (IAW) DoD and other references, instructions, directives, and policy.
• Ensure that all non-DEERS CAC updates are performed in a timely and accurate manner.
• Perform customer services to include, but not limited to, PIN resets, verifying and updating PKI certificates, etc.
• Ensure that DEERS/recruit DEERS updates are performed as soon as possible.
• Verify and update customer personnel data IAW DoD, the most current RAPIDS Users Guide, and other references, instructions, directives, and policy.
• Update DEERS information IAW the RAPIDS User Guide.
• Provide Identification Card Administration (ICA) services as necessary to ensure the timely and accurate distribution and retrieval of identification cards, to include updating customer information in DEERS.
• Initiate CAC requests and distribute CACs and PINs upon receipt in an accurate and timely manner.
• Initiate CAC requests and distribute CACs and PINs IAW the RAPIDS User Guide.
• Verify the identity and eligibility of authorized DoD beneficiaries, issue DoD Identification Cards and perform DEERS updates in accordance with DoD regulations.
• Verify identification IAW Homeland Security Presidential Directive and Federal Information Processing Standards.
• Provide ID Card services to all personnel assigned to support customer commands, other military service personnel, retirees and their dependents, and contractors that are verified through the Trusted Associate Sponsorship System (TASS).
• Verbally acknowledge all customers within 30 seconds of arrival.
• Verbally encourage all customers to submit feedback and ensure all customers are provided with the URL, phone number and other necessary information to access the Program’s customer feedback systems
• Ensure that the appropriate security personnel are immediately notified of any unauthorized or unsafe acts, regardless of the rank or position of the person who performed the unauthorized or unsafe act.
• Maintain RAPIDS equipment within the physical parameters and configurations established at the time of installation. Relocation of RAPIDS equipment without prior approval of the Contracting Officer Representative (COR) is not permitted. All RAPIDS equipment shall be treated as high dollar value items IAW the Security SOP. During duty hours and when RAPIDS equipment is processing, transmitting, receiving, or printing sensitive material, an authorized user shall maintain positive control of the system. When the workstation is unattended, the user must remove their CAC from the smart card reader/encoder to lock the workstation prohibiting any RAPIDS activity. Access to or view of the RAPIDS screen, because of the Privacy Act data, is restricted to authorized individuals with a need-to-know.
• Perform printer maintenance as stated in the Maintenance and Cleaning Procedures, located in the Verifying Officials Information System (VIOS). Performs User Maintenance on RAPIDS equipment.
Position Requirements
Bachelor,   1 to 2 Years work experience
• Minimum of 1 Year experience in a Customer Service environment.
• HR background in either the following disciplines: Military Pay, Military Personnel, Travel Claims or Navy Transportation. Substitutions for HR background can be from similar experience gained in either the private sector or other Federal Agency.

Knowledge and Skills:
• Proficient in both oral and written communication in order to communicate effectively with others and explain complex actions taken in regards to military members entitlements, allowances and collections.
• Working knowledge of Microsoft Office Products, i.e. Word, Excel, Power Point.
• Working knowledge of grammar, spelling, capitalization, punctuation, and military terminology commonly used within office settings to prepare material correctly.
• Working knowledge of standard office equipment such as computers, electric typewriters, copiers, fax machines, scanners, and other office automation systems to perform a substantial range of office automation support.

Other Requirement:
• All Contractor employees shall be United States Citizens due to Personally Identifiable Information (PII) access requirements.
Required Language Skills:
  • English - Very good
Contact Information
Contact Name: Entourage Consulting LLC
Contact Phone: 210880-4802
Preferred method of contact: Email with CV via Application Box below.
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