DMS INTERNATIONAL is a professional services firm headquartered in Silver Spring, Maryland, with work locations throughout the continental United States. We prepare employees, managers and executives to lead their workforce through customized learning solutions that drive the standards of an ever-changing world. We build creative, unique and engaging learning experiences for commercial, civilian and defense organizations. Our high-caliber talent, delivery methodology and innovative solutions contribute to preparing a workforce that is ready for the future. You can join us on this journey to bring efficiency and creativity to our customers.
At DMS, we are the catalyst for effective workforce transformation. To achieve this, we hire professionals who take pride in doing quality work and who are excited about contributing to the professional development of tomorrow's leaders.
DMS seeks candidates that possess and display the attributes that reflect our CORE VALUES of:
- Quality in delivering solutions
- Leadership
- Teamwork
- Integrity in conduct
- Responsiveness to our customer's mission
JOB TITLE: Administrative Assistant
DMS International is seeking an ADMINISTRATIVE ASSISTANT to provide administrative support to the Surgeon General Research and Acquisition Program Management Office Directorate. The ideal candidate must possess excellent interpersonal skills and be able to effectively communicate in writing and verbally in a professional manner. The Administrative Support Assistant must be able to develop and maintain collaborative relationships inside and outside of the office, prioritize and multitask effectively, proactively solve problems, as well as use discretion and good judgement when handling confidential material. Proficiency with standard office equipment accompanied by strong computer skills using the Microsoft Suite of Office Applications, the internet, e-mail, and multimedia are required.
RESPONSIBILITIES:
- Use office automation software, such as the current version of Microsoft Office, to create and edit documents, presentations, graphics, tables, electronic drafts, electronic mail. Update existing databases or spreadsheets. Review, edit and update reports from SG5 staff to include checking for correct format, spelling, grammar, capitalization, and punctuation. Prepare/submit documents in appropriate formats in accordance with (IAW) Air Force Handbook (AFH) 33-337, the Tongue and Quill.
- Receive telephone calls, greet visitors and determine the nature of the calls or visits, screen for requests that can be handled without assistance. Update and maintain office procedures to ensure effective and efficient operations. Assist other AFMSA divisions in locating and selecting the appropriate guidelines, references, and procedures for applications to specific takins and inquires. Ensure correspondence and communication with returned calls, emails or faxes are promptly addressed within one (1) business day.
- Plan and coordinate travel arrangements within twenty-four (24) hours of request in the Defense Travel System. Travel arrangements shall include scheduling transportation, making reservations, securing protocol/area clearances, preparing travel itineraries and preparing travel orders/vouchers based on general travel intentions or known preferences of the traveler accordance with established travel regulations. All military and Government civilian travel must be in accordance with the Joint Travel Regulations Uniformed Service members and DOD Civilian Employees at: http://www.defensetravel.dod.mil/Docs/perdiem/JTR.pdf
- Maintain and collect requests for office supplies as requested and approved by the SG5P Division Chief for SG5. All requests will be coordinated with the government Purchase Card Holder for the Directorate for ordering and receipt of supplies and equipment.
- Attend meetings and record meeting minutes and action items as requested by Government leads to obtain clear, concise, and accurate minutes so that decisions, recommendations or courses of action can be quickly made. Establish draft suspense list of all actions that came out of the meetings. Track/monitor all unit/department administrative suspense dates so that the Government PMs are able to ensure all suspense actions are completed in a timely and efficient manner. Provide meeting minutes to the Government within five (5) business days of the conclusion of the meeting.
- Review, process and route all incoming and outgoing correspondence, reports and other written materials submitted for review and, coordination for signature.
- Coordinate and schedule all meetings and conferences.
- Assist the Government with records management, to ensure that files are filed according to policy; archive expiring files into archive folder; delete duplicate files according to the Records Custodian; and support the Division Chief of Records with the management of Division files IAW AFI 33-322, Records Management Program
QUALIFICATIONS:
High school diploma and a minimum of four (4) years of work-related experience in the listed areas below:
- Experience in preparing and editing executive documents
- Experience working with Department of Defense or senior level civilian or commercial agencies
- Experience with Defense Travel System (DTS)
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