Administrative Assistant – 93 AGOW and 820 BDG at Moody AFB, GA

Reef Systems; Moody Air Force Base (GA); On-site; USD 38,000 - 48,000; Full time

Job summary

Reef Systems seeks an Administrative Assistant for Moody AFB, GA to support 93 AGOW and 820 BDG. You will prepare presentations, manage data, and edit complex reports, ensuring accuracy and timely delivery.

Responsibilities include scheduling, coordinating communications, compiling data, and assisting with operational tasks for the HPO program at Moody AFB. Must have strong English, organizational, and office software skills.

Qualifications

• Must possess high school diploma and demonstrate expertise through education/experience.
• At least 12 months of experience in program assistance or management support in the past 24 months.
• Advanced knowledge of Power Point, Excel, and Word; capable of editing and formatting complex documents.

Responsibilities

• Perform data collection, compilation, analysis and presentation for program reviews.
• Develop and edit lengthy reports and briefing charts across formats.
• Compose, proofread and edit written correspondence and reports for accuracy.
• Schedule and manage appointments and maintain patient/log records using designated systems.
• Assist with planning meetings, surveys, and critiques; support working groups.

Skills

PowerPoint

Excel

Word

Data analysis

Report writing

Communication

Drafting correspondence

Office administration

English language accuracy

Education

High school diploma

Tools

GENESIS system

Job description

Administrative Assistant – 93 AGOW and 820 BDG at Moody AFB, GA

• Moody, AFB
• Government/Military

Administrative Assistant – 93 AGOW and 820 BDG at Moody AFB, GA

(This position is contingent upon Reef Systems’ proposal being selected for award by the U.S. Government)

DESCRIPTION OF SERVICES.

General.

The purpose of this contract is to provide personal Certified Athletic Trainer Services and non-personal Administrative Assistant, Strength and Conditioning Services for the 93 AGOW and 820 BDG at Moody AFB, GA; as well as Certified Athletic Trainer Services within the 71 RQS and 23 CES for the 23d Wing at Moody AFB, GA. When referencing these requirements as a whole, they will be referred to as HPO Support Services (HSS).

Introduction.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and services necessary to perform Strength and Conditioning, Athletic Trainer, and Administrative Assistant Services as defined in this PWS except for those items specified as government furnished property and services. The Contractor shall perform to the standards specified in this contract.

Place of Performance:

Moody AFB, GA.

Qualifications and Experience.

• Degree/Education. Must possess high school diploma and be able to demonstrate expertise through a combination of education and experience.
• Experience. Must have at least twelve (12) months of experience in program assistance or management support role within the past twenty-four (24) months.
• Mandatory Knowledge and Skill Qualifications.
• Advanced knowledge in the use of Power Point, Excel, and Word software, capable of editing, developing, and reformatting complex formats (graphics, tables within text, revise and update spreadsheets, etc.).
• Fully capable of collecting, compiling, editing, analyzing, and presenting data.
• Fully capable in development and editing of lengthy, complicated reports that may require multiple software formats.
• Knowledgeable in development, implementation, interpretation, and short- and long-term tracking of surveys and critiques.
• Technical assistant/advisor to working groups planning and preparing presentations for annual PM conferences. Skilled ability in teamwork, software, and oral communication required.
• Ability to compose correspondence from draft to final version, both electronic and hard copy.
• English language, correct grammar, spelling, punctuation, capitalization, and format to prepare and edits written correspondence, reports and presentations.
• Standard office equipment, such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems to perform a range of office support.
• General medical ethics, telephone etiquette, excellent communications and customer service skills.

U.S. Citizenship

Employee must be a U.S. citizen. For the purpose of base and network access, possession of a permanent resident card (“Green Card”) does not equate to U.S. citizenship.

Specific Tak Descriptions.

General Description.

• Serves as program assistant performing data collection, computation, interpretation, and presentation. Provides office assistance by performing various clerical and administrative duties such as: developing presentations, performing office automation duties such as: word processing, email correspondence, managing suspense, creating briefing charts, and development/tabulation of spreadsheets.
• Collects and obtains data from multiple sources; compiles data for review and interpretation. ie. TJC, AED PAD Program and Infection Control Coordinator (ICC)
• Analyzes data and provides reports. Evaluates data for trends, tracking short- and/or long-term tendencies. Provides statistical insight and review of this data for use by both the Director, Human Performance, Wing Surgeon and the Command Psychologist (TOPT Data) in refining programs and developing conference agenda. ie. TOPT data testing and creating portfolios for the TOPT selection, keeping up with all digital records of all the TOPT results with the Command Psychologist.
• Develops and distributes critiques and surveys soliciting feedback from customers, users, annual conference attendees and field offices.
• Assists working groups in planning and preparation of projects. Provides technical assistance with computer programs, data collection and compilation, and presentation methods.
• Composes, proofreads, and edits documents. Ensures procedural and grammatical accuracy, conformance with general policy, and factual correctness. Ensures coordination procedures are followed.
• Composes, proofreads, edits and tracks complicated reports that may be in multiple computer software formats. Works with the 93 AGOW Director of Human Performance, Wing Surgeon and Command Psychologist to determine format, content, charts, and supporting documentation required to meet higher headquarters or other DoD requirements.
• Establishes, monitors and manages suspense dates and draws attention to any scheduling conflicts.
• Contact for the program office, field unit and the PMs, responsible for the receipt, control, logging, safekeeping, and necessary action on program related sensitive materials.
• Additional Performance Outcomes.
• Answers main office phone line. Directs telephone calls to appropriate section for assistance. Takes messages as required.
• Maintains accurate and up-to-date patient schedules and logs. Utilizes GENESIS system tools (detail codes, freezing slots, and TRICARE on-line usage) to facilitate maintenance of appointment slots, rescheduling options or cancellation processing, or uploading any documentation into the patient's medical records.
• Arranges and schedules medical appointments and determines patient eligibility for services. Determine patient eligibility, schedule appointments, relay general instructions to patients, or make referrals to other sections. Supports the Director of the Human Performance and Wing Surgeon by name processing for appointment and appropriate access to care time frames during allocation of standard appointment types. Supports the 93 AGOW True North Providers by only assisting with the screener for patients for a medical appointment.
• Call patients as needed to schedule, reschedule, and/or cancel appointments. Promotes consult/referral specialty medical care within the HPO.
• NOTE: The Government will bear the burden of training the individual in the use of the required regulations, procedures and computer systems to successfully accomplish the additional performance outcomes. The individual should be able to perform successfully and independently within thirty (30) duty days. Proficiency is at the discretion of the Government.

Required Training.

Strength & Conditioning Coach: Complete all 93 AGOW in-processing requirements and computer-based training as required by the Department of Defense, Air Force, newcomer's orientation, and other job specific trainings which could include simulations and other hands-on training opportunities/assessments. The Contractor personnel may be required to participate in specific operator training activities to better understand SOP performance and injuries.

Period of Performance.

The period of performance shall be for one (1) Base Period, optional: four (4) twelve (12) month options and a possible six (6) month extension. The Period of Performance reads as follows:

Base Period: 16 November 2026 – 15 November 2027

Option 1: 16 November 2027 – 15 November 2028

Option 2: 16 November 2028 – 15 November 2029

Option 3: 16 November 2029 – 15 November 2030

Option 4: 16 November 2030 – 15 November 2031

GOVERNMENT FURNISHED FACILITIES, SERVICES AND EQUIPMENT.

Facilities.

The Government will provide the necessary workspace in the HPO building for the Contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to perform contractual requirements. The Athletic Trainer for the 71 RQS will be provided space and work out of building 643.

Utilities.

The Government will provide all utilities in the facility which will be available for the contractor’s use in performance of tasks outlined in this PWS. If utilities are furnished, the following is required: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

Equipment.

The Government will provide scanners, fax machines, printers, computers, telephones, and other equipment necessary to accomplish the tasks required in the PWS.

Materials.

The Government will provide Standard Operating Procedures and Policies.

Investigation.

The contractor shall complete and maintain at least a Tier 1 Investigation (T1) formerly known National Agency Check and Inquiries (NACI) throughout the contract period of performance. This is the basic and minimum investigation required. It consists of a NAC with written inquiries and searches of records covering specific areas of a person’s background during the past five (5) years. Those inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities. The contractor shall provide proof of clearance.

Government Security Instructions.

Contract employees shall be subject to the following security investigative processes to include appointments with the Security Managers. The security appointment will be scheduled on the first day of work. The COR will be the point of contact for security. Employees shall be required to have fingerprints taken. Fingerprint appointments may be scheduled prior to the start of work. The healthcare worker (HCW) will be required to have social security account card and one (1) Federal/State picture Identification with them during the scheduled fingerprint appointment. The government may request a replacement candidate if fingerprint results indicate a record. Employees shall coordinate with the COR and complete an electronic application (eApp) on the National Background Investigation Services (NBIS) system NLT fifteen (15) days prior to start of work. The HCW will not begin performance until required security forms and electronic questionnaire are completed. Hard copy SF85/86 forms will only be required when the NBIS system is down. Copies of blank form shall be provided via email to the contract company when candidate has been accepted by the 93 AGOW.

Contractor Identification, Dress, and Appearance.

Contract personnel shall present a neat and professional appearance. Employees are required to wear issued identification badge and/or contractor badge above the waistline during duty hours.

Hours of Operation/Standard Duty Hours.

The Contractor shall maintain the following customer service hours. Standard duty hours will be from 0600-1800, variable hours/ schedules will be established to best accommodate the population served, not to exceed eight (8) hours per day or forty (40) hours per week, Monday through Friday. The government will have input on duty hours required for the duty section.

Federal Holidays.

The Contractor is not required to provide services on the following days, in accordance with the Department of Labor Wage Decision: New Year’s Day 1 January, Martin Luther King’s Birthday Third Monday in January, President’s Day Third Monday in February, Good Friday Friday before Easter, Memorial Day Last Monday in May, Juneteenth 19 June, Independence Day 4 July, Labor Day First Monday in September, Columbus Day Second Monday in October, Veterans Day 11 November, Thanksgiving Day Fourth Thursday in November, Christmas Day 25 December. Good Friday--The Contractor may substitute the “Good Friday” holiday time-off for the day after Thanksgiving, which is usually considered a “family day” for the general base population. If the Contractor takes advantage of this option, this arrangement must be finalized between the CO, Contractor, and COR two (2) weeks prior to the holiday.

On work days that have been declared “goal/ACC pass days”, the base may be minimally manned with many offices and facilities closed. On these days, the COR shall ensure that the Contractor has access to the work site. NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

Holiday Services. Services scheduled for a certain day of the week, but cannot be performed due to a holiday, shall be performed either the day before or the day after the holiday. If a service is scheduled on Monday and that Monday is a holiday, then the service shall be performed on the day after the holiday (Tuesday). Services scheduled for Friday and a holiday is on Friday, then the service shall be performed on the Thursday before the holiday.

Emergency or Special Event Services. Support may be required outside normal hours of operation if mission needs dictate. Therefore, the Contractor shall respond to emergency events such as earthquake, or national security events, if needed. Historically, this has not occurred more than once per year.

Base Down Days and/or Goal Days. The Contractor shall coordinate with the COR and CO regarding these days. If the COR or another Government representative will not be on duty, arrangements shall be made in advance to make-up any hours not worked on a missed day or the Contractor employee shall take leave (paid or unpaid) due to the base being minimally manned on these days.

Base Closures. Work scheduled, but not accomplished, because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

Emergencies. Emergencies may occur at any time of the day or night, and on any day of the week. SPECIAL EVENTS require services during the events which usually occur during night hours and weekends.

Antiterrorism (AT) Level 1 Training for Contractors.

DAFI 31-145-O published 14 November 2022 states 100% of contractors will complete AT Level I (Antiterrorism Awareness) within 30 days of requiring access, and annually thereafter ( https://jko.jten.mil/courses/AT-level1/launch.html) by all contractor personnel to whom commanders have granted access to their fenced installations or separate facilities. This is also a federal law under 48 CFR 252.204-7004 that all contractors that work on federally funded projects will have this training. The new DAFI states:

• Coordinate performance work statement (PWS)/statement of work (SOW) and modifications with the installation Antiterrorism Officer/Antiterrorism Program Manager (ATO/ATPM) to ensure AT considerations and measures are included in all applicable contracts and that all AT standards are in compliance.
• Coordinate with the installation ATO/ATPM to ensure Level I - AT Awareness Training is completed by all contractors within 30 days of requiring access, and annually thereafter. (T-3). Coordination for training should be done by the requiring unit after contract award
• Work with ATO/ATPM to coordinate AT-specific contracting measures for inclusion in the installation‘s AT Plan.
• Coordinate necessary background investigations for contractors with the installation information protection office and work with the ATO/ATPM to develop mitigation measures that limit the potential for terrorist and insider threats posed by contractors while on the installation.
• Incorporate required AT clauses, related supplements, and local AT measures as part of requirements for DoD contracts, as described in Standard 18.