Administrative Assistant (DOD Secret)

ADMINISTRATIVE ASSISTANT
Full Time | On-Site (Kirtland AFB)
Secret Clearance Required
Full Time

Overview
The Management and Staff Support Services (MS3) contract provides administrative, advisory, assistance, and programmatic services in support of the DSM, AFNWC/CT, AFNWC/FM, Scientific and Technical Advisor (AFNWC/ST), AFNWC/SS, and Contracting (AFNWC/PZ). AFNWC is the Department of Defense (DoD) agency responsible for oversight, modernization, technology development, management, and inception-to-retirement control of integrated systems management of weapon systems. For these critical national systems, survivability and vulnerability performance attributes apply to the entire weapon system, to include: all non-nuclear mission essential assets, delivery systems or platforms, associated non-nuclear support systems, equipment, facilities, personnel, command, and control links, and supporting logistical infrastructure. The AFNWC's span of control for these strategic systems includes early concept development analysis support through life extension modernization of existing and future weapons systems. These weapons systems provide technological advancement, development, and testing of weapons effects for chemical, biological, radiological, nuclear, and explosive (CBRNE) threat environments, for operations and acquisition decisions.

Hours of Work
The Administrative Assistant shall perform duties Monday through Friday except U.S. Federal Holidays. Normal hours of work are between 8:00 a.m. - 5:00 p.m., daily.

Location
The Administrative Assistant shall perform duties on-site at AFNWC located at 1551 Wyoming Blvd NE, Kirtland AFB, NM 87117. Any approved teleworking occurs with a_ Telework Agreement_ in place. Travel to other government facilities or other contractor facilities may be required.

Summary of Responsibilities
The Administrative Assistant shall provide professional and responsive support to senior leadership (PZ Director, PZ Deputy, and Technical Director) and Execution Support Leaders (PZ Division and Branch Chiefs), and will conduct and provide office operations and management support services. Further services include providing oversight, management, and coordination of all AFNWC office operations. Assigned personnel will have excellent written and oral communication skills sufficient to provide clear and concise communication and documentation support.

• Taskers and Correspondence - Proactively interact with AFNWC staff, customers, and contractors on assignments and taskers. Prepare, compile, and manage office correspondence and report timely responses for TMT and workflow taskers. If needed, perform a comprehensive turnover of assignment/taskers to a relevant AFNWC staff.
• TMT - Provide daily checks in the TMT database for received taskers. Responsible for determining the appropriate parties the taskers should be assigned to and facilitating those tasks through the identified parties. Responsible for TMT responses and tracking the taskers until closure in TMT.
• PZ Submitted TMT Taskers - Create, submit, and track PZ generated TMT taskers. Work with PZ staff in developing the contents of such taskers.
• AFNWC/PZ Workflow Email - Monitor emails received through AFNWC/PZ Workflow. Ensure any additional needed correspondence is made and forwarded to the appropriate point of contact to include taskings received through workflow. Responsible to determine the appropriate parties for workflow tasks and working those tasks through the identified parties until resolved.
• Postal/Mail Distribution - Accomplish accurate postal/mail distribution support for all internal and external correspondence. Ensure that receipt and delivery of all US Postal Service correspondence is managed timely. Track and manage all postal/mail.
• General Correspondence Tasks - Support in document and correspondence management to include tasks such as receiving, distribution, typing, scanning, faxing, photocopying, mailing, shipping, and printing general office correspondence and/or special assignment documentation. Respond to telephone and email messages within a 24-hour period of receipt.
• DTS - Provide assistance with scheduling, establishing, and completing of travel orders and voucher information for the Government's automated Defense Travel Systems. This support shall be made available for all AFNWC Leadership Staff (e.g., Director, Deputy Director, Division Chiefs, and Branch Chiefs), and as needed. Limited support may also be required for all other staff personnel, if requested.
• Conference Room Scheduling - Manage the day-to-day scheduling and coordination of all conference rooms available for AFNWC use. These efforts including de-conflicting and re-scheduling of all available conference rooms, and virtual/telecommunication meeting schedules.
• Scheduling Meetings and Call-In Lines - Coordinate, schedule, and manage office communications, conferences, meetings, and virtual connectivity requests including Teams Meetings, ZoomGov, and meeting call-in lines.
• Maintaining Leadership Calendar - Maintain accurate work calendar scheduling for the assigned AFNWC Director and Deputy Director, including personal and workflow calendars, contingent upon granted permission(s).
• Visitor Access through Front Desk - Coordinate visitor access upon request.
• Records Management Point of Contact - Provide records management support for AFNWC/PZ Kirtland records. Control and maintain an updated document library compliant with Air Force records management requirements with the most current version of each document filed in the library.
• Exercises - Provide effective and professional participation during Center exercises.
• AFNWC/PZ SharePoint Support - Manage the AFNWC/PZ SharePoint.
• Responsible for the day-to-day functioning and activities of the site.
• Treat all persons with courtesy and respect; striving to earn positive feedback of customers and maintain courtesy, tact, diplomacy, and self-control in performance of all assigned tasks.

Qualifications
The Administrative Assistant shall possess a minimum of a bachelor’s degree in Business Administration, Communications, or related field. The Administrative Assistant shall possess the following experience and qualifications:

• Administrative and logistical support skills.
• Excellent written and oral communication skills.
• Skill in progress tracking and documentation and ability to track taskers across various office locations.
• Working knowledge of SharePoint and be capable of editing SharePoint pages.
• Understand the goals, priorities, policies, and commitments of AFNWC/PZ and AFNWC as a whole in order to perform the roles supported.
• Skill in advising and instructing subordinate offices concerning the required reporting and taskings.
• Experience and competency in duty relevant tools, systems, and standards such as Microsoft Office, Defense Travel System (DTS), Air Force Records Information Management System (AFIRMS), Task Management Tool (TMT), Microsoft Teams, ZoomGov, and Air Force Tongue and Quill.

Security
The Administrative Assistant shall obtain a favorable background investigation, pre-employment drug screen, and hold a current DOD Secret security clearance.

Professionalism, Responsiveness, and Quality
The Administrative Assistant shall demonstrate the following abilities: Sound judgment, foresight, and problem-solving skills, possess excellent oral and written communications, and customer service skills, able to adapt to fast-paced work/office environment with accuracy under pressure, demonstrated competency managing schedules, documentation, and automated systems, excellent skill in developing presentation and briefings, demonstrate leadership, excellent research and data gathering skills and ability to interpret/analyze complex information, ability to work independently within the bounds and guidelines of the contract requirements and client, knowledge of and experience using the Microsoft Office Suite, and the ability to work and communicate with diverse group of customers and clients within and outside the Federal Government.

The Administrative Assistant shall be professional in demeanor, responsiveness, appearance and deportment. The Administrative Assistant may be required to interface with senior Government and industry officials in a supporting role to the Center and federal industry players.

Equal Opportunity Employer
Montech Inc. is dedicated to the principles of equal employment opportunity (EEO) in any term, condition, or privilege of employment. The Company prohibits unlawful discrimination against applicants or employees on the basis of age (40 and over), race, color, religion, national origin, disability, genetic information, sexual identity, sexual orientation, pregnancy, veteran status, marital status, or any other status protected by federal, state or local laws.

This job description is not all inclusive of the tasks that may be assigned to the Administrative Assistant.

Job Types: Temporary, Contract

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person