Administration D - Site Administrative Assistant

L3Harris Technologies, Inc.; Tucson (AZ); On-site; USD 52,000 - 76,000; Full time

Job summary

L3Harris Technologies, Inc. is seeking an Field Administrative Assistant to provide autonomous administrative and operational support for the Davis-Monthan AFB program in Tucson, AZ.

This onsite role reports to the Site Manager and collaborates with PMO, Shared Services, Payroll, and Security to keep site operations compliant and responsive. Ideal candidates will have a High School Diploma or higher, several years of office administration experience, and proficiency with MS Office; security

Qualifications

• Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.
• Minimum 4 years of experience using Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Minimum 2 years of experience supporting timekeeping, travel, expense reporting, records management, office administration, or similar operational administrative functions.

Responsibilities

• Complete, audit, and submit expense reports for field employees, including travel, relocations, training, reimbursements, and other authorized site expenses; coordinate with Shared Services and Accounts Payable to facilitate payment of expense reports and non-purchase-order payment requests.
• Review weekly Business Travel Account airfare reports; coordinate travel requests and approvals; maintain accurate travel, itinerary, and calendar information for site management and assigned personnel.
• Order office and site supplies; manage incoming and outgoing mail and correspondence; prepare, edit, route, file, and retain administrative documents, reports, agendas, notifications, and other program communications.
• Process personnel administrative actions, including employee terminations, Corporate Card cancellations, return of L3Harris and C3ISR property to functional owners, onboarding coordination, and other site-support actions in accordance with approved procedures.
• Assist site employees with AutoTime entries, verify labor hours and correct charge codes, manage timesheet-signing actions, coordinate resolution of weekly Unsigned Autotime items, and submit weekly labor-adjustment spreadsheets to Payroll.
• Coordinate with PMO Administrative Assistant, Site Manager, and applicable functional teams to resolve employee administrative issues and maintain continuity across site and program operations.

Skills

Organization

Customer service

Written communication

Follow-through

Education

High School Diploma or equivalent

Associate's degree (2-year)

Tools

Concur

AutoTime

SignIt

PARS

APACS

Job description

L3Harris is dedicated to recruiting and developing high-performing talent who are passionate about what they do. Our employees are unified in a shared dedication to our customers’ mission and quest for professional growth. L3Harris provides an inclusive, engaging environment designed to empower employees and promote work-life success. Fundamental to our culture is an unwavering focus on values, dedication to our communities, and commitment to excellence in everything we do.

L3Harris is the Trusted Disruptor in defense tech. With customers’ mission-critical needs always in mind, our employees deliver end-to-end technology solutions connecting the space, air, land, sea and cyber domains in the interest of national security.

Job Title: Administration D - Site Administrative Assistant
Job Code: 45875
Job Location: Tucson, AZ - Davis-Monthan AFB (Onsite)
Job Schedule: 5/8: Employees work 8 hours per day, 5 days a week; Rotating Shifts; Mission Dependent

Job Description:

The Field Administrative Assistant reports to the Site Manager and provides autonomous administrative and operational support for program at Davis-Monthan AFB. The role manages site administrative processes, workforce timekeeping and travel support, expense and payment coordination, personnel records, correspondence, supplies, and management calendars. The assistant works closely with the PMO Administrative Assistant, Site Manager, Shared Services, Payroll, Accounts Payable, Security, and other program stakeholders to keep site operations organized, compliant, and responsive to customer and program requirements.

Essential Functions:

• Ability to obtain a US Secret security clearance.
• Willingness and ability to work onsite, adjust schedules, and support occasional extended hours as required for site and program operations.
• Willingness and ability to travel within CONUS and support deployment-planning activities for OCONUS operations as required.
• Ability to read, write, speak, and understand English.

Site Administration and Financial Support:

• Complete, audit, and submit expense reports for field employees, including travel, relocations, training, reimbursements, and other authorized site expenses; coordinate with Shared Services and Accounts Payable to facilitate payment of expense reports and non-purchase-order payment requests.
• Review weekly Business Travel Account airfare reports; coordinate travel requests and approvals; maintain accurate travel, itinerary, and calendar information for site management and assigned personnel.
• Order office and site supplies; manage incoming and outgoing mail and correspondence; prepare, edit, route, file, and retain administrative documents, reports, agendas, notifications, and other program communications.
• Process personnel administrative actions, including employee terminations, Corporate Card cancellations, return of L3Harris and C3ISR property to functional owners, onboarding coordination, and other site-support actions in accordance with approved procedures.

Timekeeping, Compliance, and Records:

• Assist site employees with AutoTime entries, verify labor hours and correct charge codes, manage timesheet-signing actions, coordinate resolution of weekly Unsigned Autotime items, and submit weekly labor-adjustment spreadsheets to Payroll.
• Maintain accurate site records, logs, calendars, checklists, and status trackers; safeguard controlled, sensitive, personal, and health information in accordance with company, contract, and applicable handling requirements.
• Track ethics-compliance actions and support CFO Compliance data requests by compiling detailed transaction activity and reporting required dollar values in accordance with DoD, USSOCOM, Air Force, company, and program policy directives.
• Coordinate with the PMO Administrative Assistant, Site Manager, and applicable functional teams to resolve employee administrative issues and maintain continuity across site and program operations.

Deployment Coordination and Planning Support:

• Support Site Manager and PMO planning for CONUS temporary duty and OCONUS deployment activities by maintaining deployment trackers, timelines, readiness checklists, and required administrative documentation for assigned personnel.
• Coordinate and track deployment-readiness actions, including travel arrangements, passports, visas, immunizations, medical evaluations, training completion, security requirements, and other personnel documentation; promptly communicate gaps and pending actions to the Site Manager and designated program points of contact.
• Prepare, submit, track, and maintain status for APACS requests and associated theater or country-access documentation in coordination with PMO Security, customer representatives, host-nation or embassy points of contact, and other authorized stakeholders.
• Assist with deployment briefs, personnel itineraries, return-travel coordination, and post-deployment administrative closeout while preserving sensitive information and following approved program procedures.
• Perform other assigned duties and special projects as required by Management.

Qualifications:

• Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.
• Minimum 4 years of experience using Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Minimum 2 years of experience supporting timekeeping, travel, expense reporting, records management, office administration, or similar operational administrative functions.

Preferred Additional Skills:

• Active US Secret security clearance.
• Experience using Concur, AutoTime, SignIt, PARS, APACS, or comparable business-travel, timekeeping, training, or access-request systems.
• Experience supporting military, defense-contract, deployed, or multi-site operations, including CONUS temporary duty or OCONUS deployment coordination.
• Experience handling confidential, sensitive, controlled, personal, or health information in accordance with approved procedures.
• Strong organization, customer-service, written communication, and follow-through skills; ability to manage multiple priorities, meet deadlines, exercise sound judgment, and work independently with minimal supervision.

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L3Harris Technologies is proud to be an Equal Opportunity Employer. L3Harris is committed to treating all employees and applicants for employment with respect and dignity and maintaining a workplace that is free from unlawful discrimination. All applicants will be considered for employment without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender (including pregnancy, childbirth, breastfeeding or other related medical conditions), gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, characteristic or membership in any other group protected by federal, state or local laws. L3Harris maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks, where permitted by law.

Please be aware many of our positions require the ability to obtain a security clearance. Security clearances may only be granted to U.S. citizens. In addition, applicants who accept a conditional offer of employment may be subject to government security investigation(s) and must meet eligibility requirements for access to classified information.

By submitting your resume for this position, you understand and agree that L3Harris Technologies may share your resume, as well as any other related personal information or documentation you provide, with its subsidiaries and affiliated companies for the purpose of considering you for other available positions.

L3Harris Technologies is an E-Verify Employer. Please click here for the E-Verify Poster in English or Spanish. For information regarding your Right To Work, please click here for English or Spanish.