Administrative Professional Senior

Administrative Professional Journeyman


DEFTEC delivers mission-critical solutions through skillfully delivered services and innovative products. Our clients' critical missions inspire us and are driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.


POSITION OVERVIEW


DEFTEC Corporation seeks a Journeyman Administrative Professional to support our Air Force Research Laboratory Integration & Operations (AFRL/RS) Directorate customer. DEFTEC Administrative Professionals support administrative tasks for directorate and division tasks as necessary to support management operations functions, including tracking IPT manning and preparing organizational charts; data entry functions, Automated Time Attendance and Production System (ATAAPS); Defense Travel System (DTS), integrating information into required reports; generation and maintenance of training requirements, files, forms and established file plans (paper and electronic); processing mail; (receive, sign for, and distribute mail, both classified and unclassified, and access, store, and handle classified material as required); preparing correspondence per standard government formats; (both classified and unclassified); management and operation of facsimile, printing and copying equipment; and supplies and equipment ordering, scheduling meetings and conference rooms to meet mission requirements, supporting email triage of upper-level management. Complies with established security regulations pertinent to accepting, sorting, delivering, handling, and safeguarding of classified material.


JOB RESPONSIBILITIES:

• Assist in using USAF-standard desktop-based computers and operating systems to produce databases, spreadsheets, graphics, and other specialized products, and facilitate the use of standardized automated forms such as travel orders (including Defense Travel System (DTS)), performance reports (including Clarity PPM, materials procurement, maintenance, and disposition, as well as other periodic or ad hoc reports).


• Support in the planning, formulation, editing, creation, and publication of finished products, e.g., program documentation, plans, directives, reports, briefings and other presentations, as required (technical and non-technical; classified and unclassified) in the media and format requested


• Support the processing and disposition of work effort reports (including processes of the Department of Defense Scientific and Technical Information (STINFO) office and the Defense Technical Information Center (DTIC)) and retirement of folders and documents.


• Assist with the performance of the duties of the Record Custodian (RC), including the establishment and maintenance of master files (both paper and electronic) and file plans of program data, to facilitate tracking and resolution of issues associated with operations and assist in maintaining government-approved Research & Development case files.


• Assist in establishing, implementing, and maintaining Operating Instructions (OIs). This includes creating and maintaining self-inspection checklists. The contractor shall also verify checklists against current administrative and organizational processes and maintain a tracking system for identifying and correcting deficiencies.


• Assist with ordering of office supplies through inventory, gathering requests for supplies, and preparing and itemizing various lists for supplies and equipment to be ordered and purchased by the Government office to enable fulfillment of the mission.


• Serve as the initial focal point for collecting and visually displaying materials for staff meetings and office-organized information exchange meetings.


• Support the Video Teleconferencing (VTC) manager, assist with VTC bridge scheduling and VTC connectivity, and interface with the VTC maintenance contractor.


• Assist in retrieving data/information in the form of queries, reports, and taskers; assist in maintaining tracking systems for identification of deficiencies and corrective actions/closure; and prepare various documentation for Government review and approval.


• Act as the single point in the directorate or division to receive, coordinate, disseminate, track progress, and close all taskers coming to the directorate or division Workflow inbox.


• Convey reminder/follow-up emails to OPRs, making sure they meet the suspense; be responsible for ensuring suspense is completed, as per the original tasker; archive the workflow tasker and all supporting documentation in Microsoft 365/SharePoint/Other designated knowledge management site and communicate with directorate or division management regarding status.


• Responsible for receiving, sorting, and dispatching incoming and outgoing mail, ensuring compliance with established security regulations regarding the acceptance, sorting, delivery, handling, and safeguarding of classified material.


• Provide records management support for the directorate/division utilizing software applications such as Clarity, DTS, Info Center, ATAAPS, Outlook, PowerPoint, Word, and Share Data Warehouse.


• Perform Records Custodian duties; digitally store and electronically file documentation using standard DoD, AF, AFMC, and/or AFRL enterprise systems such as LiveLink or SharePoint; type correspondence, copy documentation, answer common phone line for directorate/division, and direct callers and visitors to appropriate individuals. The contractor shall update contract work unity forms information into the AFRL Clarity software tool (or other tools, as required), execute Clarity queries and distribute them to program managers and engineers, and create a spreadsheet to track all active directorate/division work units.

QUALIFICATIONS:


Required Qualifications:

• Bachelor's degree and 7+ years of government related experience or additional 7 years' experience with no degree


• Extensive experience using the DTS and with workflow management


• Ability to work with all applications within Microsoft 365


• Excellent verbal and written communication skills


• Quick learner


• Detailed oriented individual who understands the importance of meeting scheduling for the leadership and internal/external visitors


• Active Secret Security Clearance

Preferred Qualifications:

• Prior experience supporting AFRL

DEFTEC offers a comprehensive whole life benefits package that includes medical, dental, vision, holiday, paid time off, life insurance, short/long term disability, and educational reimbursement. DEFTEC also matches 401k contributions dollar for dollar up to 3% of employee's income and an additional $0.50 for every dollar between 4-5% of employee's income. The DEFTEC team is comprised of professionals who make a difference every day in crucial missions related to national security. Our leadership knows that this happens by employing a diverse team who is well taken care of. Our employees are our top priority making DEFTEC an ideal place to work.


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please contact HR@deftec.com if you require reasonable accommodations.


DEFTEC is a Drug Free Workplace where post offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP and alcohol when criteria is met as outlined in our policies.


AAP/EEO Statement


DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any typeon the basis of actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeedingand medical conditions related to pregnancy, childbirth or breastfeeding),gender, gender identity, and gender expression, religious creed,disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law.


This policy applies to all terms of employment includingrecruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities and general treatment during employment.


Other Duties


Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.