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Administrative Specialist

Job in Okinawa - Japan
Full Time position
Listed on 2021-08-23
Job specializations:
  • Administrative/Clerical
    Clerical, Office Coordinator
Job Description & How to Apply Below
Entourage is accepting resumes for Administrative Specialist
Place of Performance: Kadena Air Base, Japan

General Description:
Administrative Specialist shall provide administrative guidance and a variety of support service functions to include: management, of military travel orders, Environmental and Morale Leave (EML) orders, approval and tracking of leave requests as well as monthly audits of leave taken by MDG personnel, duty status reporting, Sponsorship program, Drug Demand Reduction Program Trusted Agent duties to include notifications, coordinating and oversight of Medical Group Instructions (MDGIs), which will be provided upon arrival, and requisitioning administrative supplies and equipment for the Group’s Commander’s Support Staff.


Specific Tasks:
• Perform tasks listed, meeting or exceeding established standards that include but are not limited to: timeliness, accountability, legibility, accuracy, content, format, security and protection of personnel identifying information. emotional, psychological, social and medical status, prescribed medications, behavioral health referrals/treatments, and other pertinent information via direct patient or telephonic contact, or other relevant sources such as professional and non-professional caregivers and the medical records.
• Prepares travel and EML orders in accordance with directives for all eligible personnel as requested.
• Validates leave requests in LeaveWeb. Processes hardcopy Air Force (AF) Form leave requests as appropriate. Assists personnel with questions/problems associated with LeaveWeb. Provide products to appropriate medical group personnel. Conducts LeaveWeb audits/follow up as requested.
• Acts as primary or alternate for the MDGI program. Coordinates all MDGI actions. Conducts follow up on the status of instructions. Briefs leadership on status.
• Assists with signing members off in vMPF for out-processing as needed.
• Conducts weekly follow up of MDG in-processing checklist turn in to the CSS.
• Performs routine customer service activities in a polite, professional and courteous manner. This customer service representation entails answering the telephone and speaking to customers who present to office in person. Operates personal computer and appropriate software to produce/edit/email/file documents.
• Manages the Essential Station Messing program.
• Acts as a trusted agent for the Demand Drug Reduction program.
• Manages the Report of Survey program including providing training and assigning investigators.
• Shall maintain a paper or electronic Status of Record (SOR) only under the authority of an approved Status of Record Notice (SORN) published in the Federal Register.
a. Collect, maintain, and use information only for purposes described in the published SORN to support programs authorized by law or executive order and as implemented by DoD and AF prescribing directives.
b. Adequately safeguard records.
c. Maintain records in accordance with (IAW) an approved Records Disposition Schedule (RDS), which defines the time period records should be maintained and how to properly disposition records, including destruction.
d. Ensure records are timely, accurate, relevant, and complete
e. Amend and correct information in a SOR upon request, as appropriate by the owner of the SOR.
f. Allow individuals to review and receive copies of record(s) that contain their personal information unless a statutory exemption applies.
g. Ensure personal information which is accessible or viewable through SharePoint or similar web base applications are properly safeguarded to where only individuals who have an official need-to know to conduct daily operations may gain access or view.
h. Remove personal information which is accessible through the use of SharePoint or similar web base applications, when no longer needed for daily operations and properly file IAW AF RDS maintained in the Air Force Records Information Management System.
i. Ensure personal information stored on shared drives, folders, and directories are accessible only to individuals whose official duties provide them a valid need-to-know.
j. Digitally sign and encrypt e-mail messages, or password protect any attachments containing personal information.
k. Provide personal information requested thru the Privacy Act at the requester’s discretion. (E.g., personal e-mail (unencrypted), facsimile, first class mail, etc.).
l. Use official forms and similar tools that have been approved and published IAW AFI, Publications and Forms Management, when collecting Personally Identifiable Information (PII).
• Assist with pulling rosters with from the Base Level Service Delivery Model (BLSDM) Program.
• Updating members information in Military Personal Data System (MilPDS).
• Acting as Primary or Alternate Unfavorable Information File (UIF) Monitor.
• You shall not:
a. Maintain a System of Records on individuals without their knowledge and/or without a SORN published to the Federal Register. Doing so is known as maintaining a “Secret File” on an individual which is a violation of the Privacy Act.
b. Keep records on how a person exercises First Amendment rights. First Amendment rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition.
c. Penalize or harass an individual for exercising rights guaranteed under the Privacy Act.
d. Transmit informational materials or communications that contain personal information to or from personal or commercial e-mail accounts unless a written consent has been submitted by the individual who has requested their personal information to be sent to a personal or commercial e-mail account.
e. Use auto-forwarding through multiple user accounts to circumvent Comman Access Card (CAC)-based authentication and DoD encryption requirements.
f. Mail or courier sensitive electronic personal information on any removable media (i.e., CDs, DVDs, hard drives, flash drives, or floppy disks) unless the data is encrypted
g. Return failed hard drives to include copiers with internal hard drives, to a vendor for service if the device was ever used to store personal information, without ensuring all data has been permanently removed.
h. Leave personal information in unsecured vehicles, unattended workspaces, unsecured file drawers, or in checked baggage
• Ensure and maintain open and professional communication with members of the Military Treatment Facility (MTF).
Position Requirements
Bachelor, 1 to 2 Years work experience
Education and Experience:
• Shall possess an Associate’s Degree or at least 2 years of college education, 2 years of administrative clerk work experience, or a combination of both.

English Language Requirement:
• Shall be able to read, write, speak, and understand English fluently.

Knowledge/Skills:
• Knowledgeable in general administration, telephone etiquette, office management methods, excellent communications and customer service skills, and a strong organizational background.
• Shall be knowledgeable in computer operations to include Windows 10, Microsoft Outlook, and Microsoft Office applications.
• Must understand the importance of deadlines.
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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