Administrative Specialist

Description

Position Title: Administrative Specialist

Company: ACT1 Federal

Location: Lexington, KY

About ACT1: ACT1 Federal advances our Nation's and Allies' critical missions by taking ACTION! We provide mission operations support, technical services, and innovative solutions by leveraging our talented workforce. By doing so, we are making the world a better, safer, and more productive and inclusive place.

Are you a trained military logistician? Do you have a passion for sustainment? Our Special Operations Forces client needs you! Special Operations missions require significant planning and coordination, logistical readiness is paramount. This opportunity requires skills and experience linked to project management, training, personnel management, DOD financial management, unit supply and property accountability, travel management (DTS), scheduling, and Staff Action Officer activities. We need serious professionals with a unique talent to support a high-stakes mission. Is that you? Join us!

**THIS POSITION IS CONTINGENT UPON CONTRACT AWARD**

Job Description: Provide administrative assistance, protocol support, training monitoring, administrative advice, requests for personnel actions management and consultation, security and miscellaneous tasks to the customer's Government officials to which they are assigned.

Responsibilities:

• Provide administrative support and guidance to the entire Government staff on all administrative matters.

• Provides managerial, clerical, and administrative support required for planning and tracking of Government actions.

• Support the front office with the generation of civilian, military or contractor awards packages, office record maintenance, professionally managing all necessary communications, key distribution control, maintain status of government vehicles from an availability perspective and perform other administrative duties as required.

• Monitors and ensures the execution and coordination of personnel actions are completed in a timely manner for the Government Staff to conduct interviews and hire civilian personnel.

• Work closely with SOF AT&L to understand and advise the SOCOM policies as they apply to personnel actions, timekeeper management and other administrative functions of managing a staff of approximately 50 civilian personnel.

• Assists customer's Division Chiefs with the establishment of internal records management control.

• Plans, develops, and directs administrative management activities and services, to include distributions, publications correspondence, document reproduction, classified document control, records and files management, and application of administrative techniques such as word processing, briefing presentations, and spreadsheet construction.

• As required, works with the staff to design/collect graphics designs.

• Serve as the Administrative Specialist to the Government customer with administrative duties to include, but not to be limited to, scheduling meetings/VTCs, phone service/messaging, dissemination of information throughout the SOFSA Divisions, and file management.

• Perform duties as the primary Defense Travel System (DTS) manager. Add content to the portal and dashboard and ensure compliance SOCOM policy. Ensure the organizational level online content is current, accurate and data flows sufficiently to and from both internal and external users.

• Assist with in-processing and out-processing of Civilians for DTS, ATAAPS, property, badges, travel cards, parking permits, network accounts, and schedule SOCOM New Comer's Briefing. Manage Task Management Tool (TMT) to include TMT downloads, packet preparation, monitor routing, track suspense dates and close out TMTs.

• Perform protocol support for distinguished visitors (DV). This support will include but not limited to directly handling of all aspects of visits, conferences, tours, and functions, and those tasked by SOF AT&L.

• Prepares and executes an effective and comprehensive Distinguished Visitors (DV) program; responsible for creating schedules of events, including briefing arrangements, gathering biographies and guest information, preparing agendas, drafting read-a-head packages, and setting up locations, luncheons, installation tours, accommodations, transportation and any other details.

• Conduct Tour Coordination/Visitor Logistics to include maintenance of visitor badges, itinerary management and liaison for access to Blue Grass Station (BGS). Meet and escort visitors and dignitaries (as required) upon their arrival and accompanying them through various phases of their visits. Maintains an historical DV database.

• Training Scheduling, Training Status, Training Monitoring, and Reporting and other scheduling actions as assigned. As required, coordinates with SOF AT&L for all required training for PEO Government personnel.

• Maintains records to reflect current status of continuous learning points (CLPs) for all personnel.

• Maintains status on certifications required for those personnel whose career field requires certain training requirements to maintain the appropriate level required by their job. Contractor shall maintain an up-to-date list of all civilian personnel for various uses but as a critical item of information for the random drug testing program.

• Provides support to Government officials by providing advice, assistance, and consultation in response to management requests in a variety of management areas. As required, assists with the development of plans, schedules and objectives for the resolution of management problems and will formulate implementing instructions. Responsible for planning, drafting policy and procedures, providing managerial advice, and coordinating with higher echelons on program management studies and facilities. When requested, analyzes programs, policies and procedures to identify deficiencies and provide recommended corrective actions.

• Handle sensitive and classified information IAW security policies/procedures.

• Routinely use Government provided technology in day-to-day operations to conduct and coordinate routine activities such as: compose and prepare correspondence, develop reports and prepare briefing packages, manage organizational and staff calendars and adjudicate conflicts, manage front office activities, receive incoming calls and visitors, maintain log of controlled actions, review and edit correspondence, manage official files and records, and coordinate meetings.

• Utilize Microsoft Office Suite, Defense Travel System (DTS), Microsoft Customer Relationship Management (CRM), Automated Time Attendance and Production System (ATAAPS) and perform routine functions in Microsoft SharePoint such as adding, deleting, retrieving and modifying work products.

Requirements

• Bachelor's Degree from an accredited College or University.

• Minimum of 6 years of experience working as an Administrative Assistant, in a Level I capacity.

• Capable of reaching Administrative Specialists Level II within 1 year.

• Intermediate skills with Microsoft Office; Outlook, Excel, Power Point and Word.

• Proficiency in Microsoft Office applications.

• Capable of performing all Administrative Specialist functions with minimal supervision.

• Working knowledge of the SOFSA mission, applicable HW USSOCOM policies and procedures, and ability to singularly ensure the SOFSA Front Office operation is fully compliant with HQ USSOCOM regulations.

• Function at a level of performance similar to GS-11 equivalent.

• Active Secret Clearance is required.

Benefits

• Medical/Dental/Vision Insurance

• ACT1 Employee Stock Ownership Plan (ESOP)
• Company Paid Life and AD&D Insurance
• Company Paid Short-Term Disability
• Voluntary Long-Term Disability
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• 401K with employer match
• Paid Time Off
• Paid Holidays
• Parental Leave
• Military Leave
• Education, Training & Professional Development
• Voluntary Accidental Injury/Critical Illness/Hospital Care
• Voluntary Pet Insurance, Legal Resources, and Identity Protection

https://act1federal.com/careers/

Equal Opportunity Statement: ACT1 Federal is an Equal Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.