Executive Administrative Assistant

Calcmatics is seeking a highly skilled Front Desk Data Entry Administrator to support the U.S. Air Force Military & Family Readiness Center (M&FRC)Transition Assistance Program (TAP) and front desk customer service operations. This position will play a key role in ensuring smooth daily operations, data accuracy, and efficient administrative support.

Key Responsibilities:

1. Administrative & Clerical Support

• Perform data entry, document processing, filing, and records management to ensure accurate record-keeping.
• Create, edit, format, and proofread correspondence, reports, forms, and presentations using Microsoft Office Suite.
• Organize and maintain physical and electronic filing systems in compliance with Air Force Records Management policies.
• Process and review incoming and outgoing correspondence, screening materials for accuracy and compliance.
• Maintain and update M&FRC databases, including the Air Force Family Integrated Results and Statistical Tracking (AFFIRST) system.

2. Front Desk & Customer Service

• Greet and assist visitors, military personnel, and their families at the front desk.
• Answer and screen phone calls and emails, directing inquiries to the appropriate department or personnel.
• Provide information on M&FRC programs and services, ensuring excellent customer service.
• Schedule and coordinate meetings, training sessions, and appointments using Microsoft Outlook.
• Ensure customers complete required forms, such as the Statement of Understanding (SOU) and TAP documentation.

3. Data Management & Reporting

• Input and manage Transition Assistance Program (TAP) records in AFFIRST and other Air Force databases.
• Prepare routine and ad hoc reports, consolidating data from multiple sources for management review.
• Assist in developing charts, graphs, and reports using Microsoft Excel and other data visualization tools.

4. Office Coordination & Compliance

• Maintain office supplies, manage inventory, and ensure proper distribution of materials.
• Assist in event coordination for training sessions, workshops, and military family support initiatives.
• Ensure compliance with Air Force policies and procedures, including AFI-36-3009 and M&FRC program desk guides.
• Monitor and maintain security procedures for classified and sensitive documents in accordance with Air Force protocols.

Qualifications:

• Minimum of 2 years of administrative, customer service, or data entry experience.
• Must be a U.S. Citizen and be able to obtain and maintain base access clearance.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access, and PowerPoint).
• Strong knowledge of grammar, punctuation, spelling, and document formatting.
• Ability to work with confidential information and maintain data integrity.
• Strong oral and written communication skills, with the ability to interact with military personnel, families, and leadership.
• Experience in scheduling, office coordination, and database management.

Work Schedule & Environment

• Location: Minot Air Force Base, North Dakota
• Work Hours: Monday to Friday, 7:30 AM – 4:30 PM (40-hour workweek)
• Federal Holidays: Office is closed on all recognized U.S. federal holidays.
• Dress Code: Business casual attire
• Security & Compliance: Must adhere to U.S. Air Force security, safety, and administrative policies.

Why Join Calcmatics?

At Calcmatics LLC, we are dedicated to supporting mission-critical government operations by providing reliable administrative and data management solutions. By joining our team, you will:
✔ Support U.S. military personnel and their families through critical transition assistance programs.
✔ Work in a structured and high-impact government environment.
✔ Gain hands-on experience in data management, military administrative processes, and government compliance.

Job Types: Full-time, Contract

Pay: $36,500.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Minot AFB, ND 58705: Relocate before starting work (Required)

Work Location: In person

Salary : $36,500