Senior Administrative Support

Canvas; Eglin Air Force Base (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

Canvas is seeking an Administrative Support Specialist to provide advisory and assistance to AFRL Branch offices. You will manage non-personal administrative functions and maintain office organization.

Applicants should identify problems, recommend solutions with minimal supervision, and apply AF directives to government documentation. You will create and manage databases, assist in meetings, and coordinate correspondence and travel orders as needed.

Qualifications

• Ability to work independently and manage non-personal administrative tasks.
• Knowledge of AF directives and procedures for government documentation.
• Proficiency in office organization and management.
• Experience creating, managing, and maintaining databases to track tasks, suspenses, training, mail, and correspondence.
• Assist in meeting organization and preparation, including agendas and scheduling.
• Provide management and maintenance support for office bulletins, displays, and announcements.
• Advise in establishing and maintaining file plans for Government approval.
• Review TDY Orders for compliance and prepare orders for processing.
• Coordinate and distribute orders and tickets to travelers; draft TDY orders for approval.
• Monitor commitments from meetings and adjust calendars to minimize conflicts.
• Coordinate meeting arrangements and schedule conferences.
• Set location, time, materials, and services for meetings; contact attendees as needed.
• Prepare and finalize recurring and nonrecurring correspondence, reports, and documents according to regulations.
• Compose nontechnical and some technical correspondence; requests for information about mission and programs.
• Coordinate correspondence and update tracking systems.
• Prepare documents per regulations and deadlines; ensure timely finalization.
• Review correspondence for grammar, spelling, and punctuation.
• Must be able to work independently.

Responsibilities

• Provide advisory and assistance support to AFRL Branch level offices by managing non-personal administrative functions and providing office organization support.
• Identify problems and recommend solutions with minimal supervision.
• Assist with office documentation and file management in line with AF directives.
• Create, manage, and maintain databases tracking office tasks, suspenses, training, mail, and correspondence.
• Assist in meeting organization, agendas, scheduling, and venue preparation.

Job description

• Provide advisory and assistance support to Air Force Research Laboratory (AFRL) Branch level offices by managing non-personal administrative functions and providing office organization support.
• Be capable of identifying problems and recommending solutions with minimal supervision.
• Have knowledge of AF directives and procedures in support of management and preparation of Government documentation and have proficiency in office organization and management.
• Perform specific routine actions creating, managing, and maintaining databases to include but not limited to: tracking status of office tasks, suspenses, training, distributing office mail, and reviewing correspondence for correction of deficiencies.
• Assist in meeting organization and preparation, which includes developing agenda and presentations, scheduling, and preparation of meeting venue, recording, and tracking action items, and performing venue security duties.
• Provide management and maintenance support for office official bulletins, displays, and announcements.
• Advise and assist in establishing and maintaining file plans for Government approval.
• Assist in reviewing Temporary Duty (TDY) Orders for compliance with AF directives and processes for AFRL personnel.
• Consolidate and prepare orders for processing and distribute approved orders and tickets to travelers. Draft request for TDY orders and submit for approval.
• Advise and assist Division, Branch and AFRL Front Office Group (FOG) staff with monitoring commitments made at meetings, then provide support in adjusting appointments and calendars to minimize conflicts in scheduling.
• Advise and assist in coordinating meeting arrangements, and /or schedules meetings and/or conferences.
• Assist as necessary to establish location, set time, contact participants, and ensure all required materials and services are available.
• Assist leadership contacting other people to attend meetings in lieu of original participants when necessary.
• Advise and assist in preparing and finalizing a wide variety of recurring and nonrecurring correspondence, reports, and other documents, determining, and modifying format, content and frequency of requirements from information obtained from staff, files, and other sources.
• Advise and assist in composing and preparing nontechnical and some technical correspondence such as requests for information concerning the organization’s mission and programs; office procedures, letters of acknowledgement, commendations, or notification.
• Coordinate/forward correspondence to appropriate offices and update the correspondence tracking systems and suspense files.
• Prepare documents in accordance with regulations and policies and in appropriate format and ensure documents are finalized in a timely manner, meeting prescribed suspense dates or deadlines.
• Assist in reviewing all correspondence thoroughly to ensure correct grammar, spelling, capitalization, and punctuation.
• Must be able to work independently in the execution of these requirements.