Sr. Administrative Assistant

Glacier Support Services, LLC (GSS) is seeking an Administrative Assistant to provide clerical/administrative support to the U.S. Army Health Facility Planning Agency (USAHFPA).

Qualifications/Requirements:

• Desired knowledge and experience in filing techniques, administrative typing, and using word processing equipment.
• Duties may include preparing and editing technical or general documentation using various software packages such as Microsoft Word, Microsoft PowerPoint, Microsoft Excel and Windows, transcription of documents, data entry, and preparing and editing management support documentation.
• Duties may also include performing a variety of support services such as visitor access control, answering telephones, receptionist, receiving office supplies and equipment, editing or maintaining technical, programmatic and administrative documentation and references, preparing travel documentation and coordinating travel arrangements, operation of reproduction equipment to produce large volumes of documents, courier service and mail service, etc.
• May be required to interact with senior level managers such as high-level military and civilian medical, health care and technical personnel.
• High skill personnel may also have duties such as coordinating and directing a variety of support services such as use of reproduction equipment, scheduling maintenance for equipment, scheduling courier runs, ensuring approved security practices are applied relative to personnel and document control and scheduling, ensuring efficient operation of conference facilities and efficient conduct of office operations.

Responsibilities:

• Receives and distributes incoming mail for the agency; reviews outgoing correspondence for completeness, suspense dates, enclosures, dates and signature.
• Utilizes Federal Express to send packages worldwide and maintains a log for all packages sent and received. Ensures all personnel know established procedures for using FEDEX and has FEDEX forms readily available.
• Receives telephone calls and greet visitors, refers visitors/telephone calls to the appropriate staff member. Obtains the visitor parking passes when required and coordinates visitor building access cards. Maintains and distributes agency telephone listing.
• Writes and prepares correspondence; copies, distributes and maintains records and files for future retrieval. Prepares copies for personnel requiring them and distributes copies as required. Utilizes Microsoft Office 2010 Suite (Word, Excel, Power Point, Outlook, etc.), to create documents, briefing slides, spreadsheets, emails, and calendars
• Establish and maintains an efficient filing system for office documents.
• Provides administrative support for conferences. This may include preparing conference books, maintaining attendee accountability spreadsheets, and any other administrative requirements needed. Maintain agency recurring reports and documents. Prepares and submits daily Personnel Status reports to provide leave/travel/quarantine status of all military, civilians and contractors.
• Maintains the Agency’s individual training status and statistics database. Utilizes the Defense Training Management System (DTMS) used to input completed training. Provides management with monthly report on training statistics for all military, civilian, and contract personnel and notifies individuals when they are within 30 - 90 days of the expiration date for mandatory training.
• Prepares TDY orders and travel vouchers in the absence of the Travel Coordinator. Processing automated DD Forms 1610 and 1351-2. Required to use the Joint Travel Regulations, knowing what expenses are reimbursable and the documents required for reimbursement on the DD Form 1351-1. Process requests for overseas country clearances. Must utilize the Defense Travel System (DTS), and be able to handle travel requests in the absence of the Travel Coordinator to include making group travel reservations, and coordinating travel from several different locations in a timely manner which facilitates ground transportation to same conference or meeting and reviews vouchers for completeness and accuracy before they are forwarded to the Resource Manager for review and certification.
• Maintain historical longitudinal tracking system of all taskings utilizing spreadsheets. Maintains the organizations Emergency Alert Notification Systems (EANS) database.
• Responsible for establishing and maintaining the office supply stock levels and special requirements from the divisions located at Falls Church, VA. Coordinates the purchase of supply requirements with the Government Purchase Cardholders.
• Serves as the POC for coordination of all teleconferences with the OTSG Service Desk and VTC requests with the Global Service Center. Provides call-in numbers and codes to attendees.
• Determines which actions require an initiation of an OER for a Soldier. Maintains OER rating schemes. Establishes and maintains an OER suspense tracking system to track OERs and to ensure that they are submitted within 90 days of the end of the rating period in the Evaluation Entry System (EES).
• Serve as timekeeper for the organization and must know the process and procedures and codes required to complete the time cards and be proficient in entering this information into the Department of Defense Automated Time Attendance and Production System (ATAAPS) automated time card system.
• Prepares, updates and distributes the weekly briefing slides. Receives briefing slides from each division director to incorporate in the briefing package. Will update administrative slides; calendar slides, training slides, etc. with current information. Will upload and manage slides for the meeting for discussion. Schedules and sends out calendar invite to all attendees.
• Will manage office keys by keeping a log and providing the log to the OTSG Key Control Officer. Will review office and desk key with office personnel and log key numbers against cubicle and office numbers on a periodic basis, based on personnel movement or when OTSG Key Control Officer requests an audit.

Education/Experience:

High school diploma or equivalent education required

3 years of relevant administrative assistant experience