Overview
Admin Assistant 2 Jobs in Little Rock, AR at A’viands
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 12 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 need for an Administrative Professional who will be primarily responsible for supporting AFRL/RY at Wright-Patterson AFB, OH.
Responsibilities include, but are not limited to the duties listed below:
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.
Convey reminder/follow-up emails to OPRs, making sure they meet the suspense; responsible for making sure suspense’s are completed, as per original tasker; archive the workflow tasker and all supporting documentation in LiveLink or SharePoint and communicate with Division or branch management regarding status.
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.
Support the RY Chief Scientist for NATO Panel support to include preparation of NATO meeting presentations and pertinent panel information as well as documentation for panel business; coordinate meetings by scheduling conference rooms, establishing MeetMe telecom lines and sending visit requests which includes classified meetings; manage the calendar appointments and monitor voicemail as necessary; research technical papers, review draft technical papers, and file papers as required.
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.
Administrative support for Bldg. 622 shall also include the following:
Responsible for issuing and tracking, the Directorate facility badges and maintaining badge inventories.
Replace facility badges as needed which have been lost, broken, or expired.
Process and file all badge forms and properly destroy those forms in accordance with established security instructions.
Create and maintain accounts in the Directorate’s badging databases, Remedy and BASS.
Maintain the daily visitor logs and manage/control check in of each visitor (Foreign National and US citizen) and issue the appropriate badge.
Contact proper AFRL/RYMM personnel to escort certain visitors through the Branch.
Process incoming visit requests utilizing the Joint Personnel Adjudication System (JPAS) prior to granting entrance into the facility and support Base exercises.
Provide a current list of visitors during emergency situations.
Perform as an Evacuation Officer during all Emergency Management, Force Protection and/or Anti-Terrorism exercises or real world events and conduct roving patrol, as required.
Monitor the Visitor Entry Control and nearby building exterior, road, and parking lot.
Notify AFRL/RY Anti-Terrorism/Force Protection (AT/FP) specialist or Security Chief of potential situations (i.e., illegal parking in front of building, packages left unattended in lobby, and improper access to facility).
Division and branch administration professionals shall update and maintain various information files on common website (SharePoint).
Responsible for the administration for Microelectronics Innovation for National Security and Economic Competiveness (MINSEC).
Education, Requirements and Qualifications:
Clearance: Secret or ability to obtain a Secret Clearance
Bachelors Degree and 3 years of relevant experience or
Associates Degree and 7 years of relevant experience
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
Working Conditions and Physical Requirements:
Please join us, as together we build a better world one mission at a time powered by Technology and its People!
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Title: Admin Assistant 2
Company: A’viands
Location: Little Rock, AR
