Administrative & Operational Support
- Coordinate and facilitate high-level taskings and suspenses from CSAF, general officers, and Congress, ensuring timely and accurate responses via tools like the Task Management Tool (TMT).
- Serve as the primary liaison with lateral organizations, including base facility, security, IT support, public affairs, and building managers, to facilitate uninterrupted day-to-day operations.
- Manage executive calendars, deconflict schedules, and coordinate meetings, ensuring leadership has the most current information.
- Handle all aspects of office administration, including answering telephones, managing mail distribution (classified and unclassified), ordering and tracking office supplies, and operating office equipment.
- Develop and maintain procedures for typing, filing, copying, document control, and the destruction of sensitive data.
- Assist with the in- and out-processing of all personnel.
Personnel Support
- Oversee the division training program, including processing training requests and tracking budget information.
- Update and retrieve training information from the appropriate databases and the directorate's Integrated Digital Environment (IDE) to ensure records are current.
- Manage and track the civilian and military awards and decorations program, including processing nomination packages for quarterly/yearly recognition.
- Verify the accuracy of data in personnel and pay systems such as Automated Time Attendance and Production System (ATAAPS) and Defense Civilian Pay System (DCPS).
- Documentation, Meetings & Reporting
- Plan, formulate, edit, and publish a variety of finished products, including technical reports, program plans, briefings, and presentations in requested formats.
- Organize and facilitate program reviews and meetings, including room setup, VTC scheduling, preparing meeting minutes, and tracking action items.
- Create high-quality visual aids, graphics, and charts for briefings and reports; manage and file graphic materials for future use.
- Serve as the focal point for collecting, preparing, and displaying materials for recurring staff meetings.
Information & Records Management
- Serve as the Enterprise Information Management (EIM) SharePoint Access Approver and ERM records custodian.
- Maintain the official file plan using the Air Force Records Information Management System (AFRIMS) and conduct quarterly audits of SharePoint and network drives to ensure records management compliance.
- Utilize expert knowledge of AFRIMS and ERM to perform complex searches of active and inactive records.
- Update and maintain the EIM SharePoint site with current guidance and information.
- Assist with responses to Freedom of Information Act (FOIA) and Privacy Act requests.
Travel Support
- Manage and process CONUS and OCONUS travel arrangements and vouchers using the Defense Travel System (DTS), ensuring all expenditures are accurate, allowable, and properly approved.
- Serve as an Organizational Defense Travel Administrator (ODTA), maintaining training records for all DTS users.
Compliance & Inspections
- Assist with semi-annual self-inspection processes and support unit compliance and operational readiness inspections.
- Maintain self-inspection checklists and assist the Management Inspection Control Tool (MICT) administrator with tracking and closing deficiencies.
- Support the execution of the emergency management program, including maintaining and distributing procedures and recall rosters.
_At COLSA, people are our most valuable resource and centered at our core value. We invite you to unite your talents with opportunity and be a part of our “Family of Professionals!” Learn about our employee-centric culture and benefits here: https://www.colsa.com/culture_benefits _
Required Skills
Required Experience
Required Qualifications:
- HSD/GED, ten (10) years’ experience as an administrative worker, five (5) years’ DoD experience required
- Has the knowledge and ability to perform tasks related to the technical/professional discipline they are performing.
- The work can be done independently or monitored by senior employees to ensure compliance with proper procedures.
- Working knowledge of Microsoft 365 Apps to include desktop applications such as Word, Excel, PowerPoint, and Teams.
- U.S. Citizenship required; Ability to obtain and maintain a Secret security clearance required.
Preferred Qualifications:
- Prior System Program Office Administrative Support experience
Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. COLSA Corporation is an Equal Opportunity Employer, Minorities/Females/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.