Administrative Specialist

Position Overview

DEFTEC Corporation seeks a Journeyman Administrative Professional to support our Air Force Research Laboratory Integration & Operations (AFRL/RS) Directorate customer. DEFTEC Administrative Professionals support administrative tasks for directorate and division tasks as necessary to support management operations functions, including tracking IPT manning and preparing organizational charts; data entry functions, Automated Time Attendance and Production System (ATAAPS);
Defense Travel System (DTS), 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, scheduling meetings and conference rooms to meet mission requirements, supporting email triage of upper-level management. Complies with established security regulations pertinent to accepting, sorting, delivering, handling, and safeguarding of classified material.

• Assist in using 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).
• Support in the planning, formulation, 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.
• Support 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 with the performance of the duties of the Record Custodian (RC), including the establishment and maintenance of master files (both paper and electronic) and file plans of program data, to facilitate tracking and resolution of issues associated with operations and assist in maintaining government-approved Research & Development case files.
• Assist in establishing, implementing, and maintaining Operating Instructions (OIs). This includes creating and maintaining self-inspection checklists. The contractor shall also verify checklists against current administrative and organizational processes and maintain a tracking system for identifying and correcting deficiencies.
• Assist with ordering of office 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.
• Support the Video Teleconferencing (VTC) manager, assist with VTC bridge scheduling and VTC connectivity, and interface with the VTC maintenance contractor.
• Assist in retrieving data/information in the form of queries, reports, and taskers; assist in maintaining tracking systems for identification of deficiencies and corrective actions/closure; and prepare various documentation for Government review and approval.
• Act as the single point in the directorate or division to receive, coordinate, disseminate, track progress, and close all taskers coming to the directorate or division Workflow inbox.
• Convey reminder/follow-up emails to OPRs, making sure they meet the suspense; be responsible for ensuring suspense is completed, as per the original tasker; archive the workflow tasker and all supporting documentation in Microsoft 365/SharePoint/Other designated knowledge management site and communicate with directorate or division management regarding status.
• Responsible for receiving, sorting, and dispatching incoming and outgoing mail, ensuring compliance with established security regulations regarding the acceptance, sorting, delivery, handling, and safeguarding of classified material.
• Provide records management support for the directorate/division utilizing software applications such as Clarity, DTS, Info Center, ATAAPS, Outlook, PowerPoint, Word, and Share Data Warehouse.
• Perform Records Custodian duties; digitally store and electronically file documentation using standard DoD, AF, AFMC, and/or AFRL enterprise systems such as Live Link or SharePoint; type correspondence, copy documentation, answer common phone line for…