Senior Administrative Specialist – Scheduling & Travel

Akima; Montrose (CO); Hybrid; USD 25,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid vacation/leave

Job summary

Akima Facilities Operations (AFO) is seeking a Secretary II to provide full-time administrative support in an on-site office. The role involves handling calls, scheduling, travel arrangements, and document preparation with proficiency in MS Office and Adobe Acrobat.

The candidate will support the supervisor and staff, work with various automated systems, and ensure accuracy of communications and records. This position is grounded in office routines and organizational procedures critical to daily

Qualifications

• High School Diploma or GED required.
• Current, valid Driver’s License required.
• Minimum 3 years of experience using MS Office (Word, Excel, PowerPoint).
• Minimum 1 year of experience using Adobe Pro/Adobe Acrobat, including editing.
• Minimum 3 years’ experience arranging meetings, recording minutes, booking appointments, arranging travel, and preparing correspondence.
• Data entry experience including purchase requisitions, purchase orders, reimbursements.

Responsibilities

• Screen calls, visitors, and correspondence; route requests to supervisor or staff; sign routine non-technical correspondence.
• Schedule appointments, arrange conferences/meetings, and prepare background materials; may attend meetings and report proceedings.
• Review outgoing materials for consistency and proper clearances.
• Collect information for routine inquiries and refer non-routine requests to supervisor.

Skills

Meeting coordination

Travel arrangement

Data entry

Document preparation

MS Office proficiency

Education

High School Diploma/GED

Driver’s license

Tools

Adobe Acrobat

Job description

This position provides full-time principal administrative support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works independently receiving a minimum of detailed supervision and guidance, and performs various administrative duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs.

Secretary II handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals.

Be a part of a great team - apply today!

Responsibilities

• Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name.
• Schedule tentative appointments without prior clearance. Make arrangements for conferences and meetings and assemble established background materials as directed. May attend meetings and record and report on the proceedings.
• Review outgoing materials and correspondence for internal consistency and conformance with procedures; assure that proper clearances have been obtained, when needed.
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff.
• Explain to subordinate staff supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
• Uses WAPA’s existing systems and software (e.g. Adobe Acrobat, Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including timekeeping, financial, procurement, and travel.
• Prepare in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents. The nature of the task may range from routine business projects to highly technical engineering documents.
• Ensure all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing.
• Process outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
• Provide miscellaneous data entry and electronic file support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance. Data entry shall be completed in WAPA’s Financial Information Management System (FIMS), Strategic Integrated Procurement Enterprise System (STRIPES), Automated Time Attendance and Production System (ATAAPS), and other required programs.
• Make travel arrangements considering regulations, routes, cost containment, availability, and conveyance.
• Complete travel forms and/or enter in electronic travel system Concur. Notify personnel of travel arrangements.
• Plan itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
• Process invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forward to the appropriate personnel for verification and receipt of supplies and services. Contact vendors on invoice discrepancies, and payment issues. Complete monthly reconciling of credit card statements. Input accruals or provide information for end of period and fiscal year end.
• File and or scan documents, correspondence, and forms. Update and organize existing files. Close out files and contracts for storage. Assist with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers’ Compensation, drug testing program, employee physicals, and other as requested.
• Other duties as assigned supervisor in line with position and WAPA department.

Qualifications

• High School Diploma/GED.
• Current, valid Driver’s License.
• Minimum 3 years of work experience using MS Suite (Word, Excel, PowerPoint).
• Minimum 1year of experience using Adobe Pro or Adobe Acrobat, including editing.
• Minimum 3 years’ experience arranging meetings, recording meeting minutes, booking appointments, arranging travel, and preparing correspondence.
• Data entry experience to include purchase requisitions, purchase orders, reimbursements.

Desired Qualifications:

• Intermediate, or greater, user of Concur travel software.
• Intermediate, or greater, user of Financial Information Management System (FIMS).
• Intermediate, or greater, user of Strategic Integrated Procurement Enterprise System (STRIPES).
• Intermediate, or greater, user of Automated Time Attendance and Production System (ATAAPS).

Job ID

2026-26203
Work Type

On-Site
Pay Range

$21.41 per hour
Health & Welfare

$5.09 per hour
Benefits

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.
Company Description

Work Where it Matters

Akima Facilities Operations (AFO), an Akima company, is not just another federal facilities contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At AFO, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders, AFO provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

For our government customers, AFO sustains mission readiness and ensures quality of life by maintaining high value assets and operations at peak performance and successfully manages these operations through accurately forecasting, managing, and aggressively controlling costs.

As an AFO employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.