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Executive Assistant/Organizational Records Manager [2021-41]

Space Logistics Infrastructure Support Services, SLISS-II

The Executive Assistant (EA) shall provide wide range of administrative support services to the Space and Missile Command GPS Sustainment Program Office (SMC/ECPG), part of USSF. The EA provides senior leader executive support services including preparation of reports, papers and briefings; prepare correspondence, proof read incoming/outgoing correspondence for accuracy; answer telephones, forward messages, and provide responses to routine queries; may support TDY travel for Director and Deputy Director; assist in coordinating, consolidating, analyzing, distributing and monitoring action items, suspense items and responses; provide inputs and recommendations regarding administrative and office management processes and procedures; prepare agendas, reports and briefings for high level program meetings and briefings. The EA provides directorate-level front office support to assigned Program Support Managers (PSMs), System Program Directors (SPDs) and personnel. Is responsible for maintaining and coordinating recall rosters for the use of automated and manual desktop systems, communications, and applications; shall develop and prepare a variety of electronic correspondence, i.e. formal letters, position papers, reports, staff studies, staff summary packages, briefings, charts, bullet background papers, etc. Additionally, will update and manage administering databases, perform accurate and immediate file processing and management, manage the suspense tracking and reporting database. The EA shall capture and publish meeting minutes, schedule and prepare conference rooms to include reserving conference rooms, opening and preparing conference rooms for meetings, making Teleconference connections, gathering all VTC info as necessary for connection, creating seating charts, printing and placing nametags, printing copies of briefings, or other conference preparations as required. The EA will also provide protocol support assistance with distinguished government and industry visitors to leadership to include obtaining security badges and providing escort services. This individual shall support the unit with official exercise and real-world personnel accountability and reporting processes and perform other administrative support duties as directed.



The ECPG EA shall be assigned and assume the responsibilities of Organizational Record Manager (ORM) In accordance with AFI 33-322, Records Management (RM) Program and be the point of contact for and monitor the Records Management program for SMC/ECPG. The ORM serves as a liaison with SMC/ECP Unit Records Manager (URM) and organizational representative to 21SW Base Records Manager, will assist in preparing files maintenance and disposition plans, and review office file plans prior to approval for the SMC/ECPG program office. The ORM shall ensure each program office of record receives a Staff Assistance Visit at least once every year, follow up with the Chief of Office of Record on corrective actions for discrepancies noted during visits. The ORM is directly responsible maintaining the Air Force Records Information Management System (AFRIMS) program, ensure offices of record promptly retire, and stage eligible records and maintain accountability of such records, guide and assist assigned personnel in maintaining and disposing of records, schedule training for all personnel who create, maintain and dispose of records. The ORM shall provide records management training, guidance and advisory assistance as needed to personnel assigned to SMC/ECPG. The contractor shall oversee the Electronic Records Management Area, be responsible for updating and maintaining the SMC/ECPG portion of the Unofficial/Draft Electronic Records Area; provide monthly status on the records management program to plan to the director, SMC/ECPG; ensure compliance with AFI33-321, Authentication of Air Force Records; AFI 33-322, Records Management Program; AFI33-332, Privacy Act Program; AFI 33-364 Records Disposition-procedures and Responsibilities; AFMAN 33-363 Management of Records; and the Air Force Electronic Records Management Solution.

Required Skills:

Eligible candidates must have 5 years’ experience Microsoft Office Suite; be capable of performing a wide range of duties from building oral/written presentations for high ranking acquisition leaders to performing in-depth complex analyses with a high degree of quality and accuracy. Candidates must have a deep understanding of mission critical aspects of DoD and Air Force space programs/projects and expected to perform all functional duties independently and require no training. Candidates must have relevant executive support staff/executive secretary, information management, military protocol, and task management tracking experience, and transition easily between requirements without the need for government oversight. They shall have deep knowledge of Higher Headquarters, Air Force, Space Command and Space and Missile Command processes and procedures as it relates to their functional responsibility and speak/write Air Force and Department of Defense terminology appropriately. Must have Air Force Records RM experience, 3 years’ experience Executive Administration, Operations Support, Director’s Action Group (DAG), Commander’s Action Group (CAG), or Executive Officer (XO), with a minimum 1 year supporting the US Air Force or DoD. Must have experience with the Task Management Tool (TMT) database. Prefer experience with Defense Travel System (DTS) for travel support. Must be proficient in use and application of the AFRIMS database, AFI33-321, Authentication of Air Force Records; AFI 33-322, Records Management Program; AFI33-332, Privacy Act Program; AFI 33-364 Records Disposition-procedures and Responsibilities; AFMAN 33-363 Management of Records; and the Air Force Electronic Records Management Solution.


Some college coursework required Bachelor degree preferred

5 years relative experience

Peterson AFB, CO

Current Secret clearance or have had one within last 2 years

Immediate

TBD

U.S. Citizenship is required. An Equal Opportunity Employer. Please visit the Equal Employment Opportunity link below for further information.
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