Administrative Specialist
Provide administrative and clerical support to military Command Group and perform duties relating to quality control of all paperwork processed through the Command Group and properly route communications (incoming calls and visitors) to Command Group members. Duties include, but are not limited to:
Maintain command group daily calendars.
Review correspondence and documents for accuracy and grammatical errors in accordance with pertinent Army regulations and protocol prior to command group input and/or approval.
Ensure or cause the completion of required Temporary Duty (TDY) documents, make appropriate airline and hotel reservations, and develop travel itineraries for command group members.
Ensure completion of TDY documents upon command group members’ return from TDY. Liaison with Defense Finance and Accounting Service (DFAS) on requirements and payments as needed.
Input and upload all required information into travel vouchers in order to properly reconcile charges (manual and/or within Defense Transportation System (DTS)).
Establish and maintain records in accordance with the Army Records Information Management System (ARIMS).
Track all paperwork for the command group and forward to them for review and signature as required.
Accept and route in-coming phone calls within command group and arrange call backs in the immediate absence of the intended recipient.
Maintain daily conference room calendar and provide support in coordinating Video Teleconference (VTC) and teleconferences.
Prepare draft memorandums according to Army and unit standards.
Maintain and update unit’s master phone roster.
Assure proper and discreet handling of all unclassified/classified information per all regulations.
Screen incoming calls and visitors to minimize unnecessary interruptions.
Ensure necessary office supplies are available for command group members, as well as ensure office equipment is operable and ready for immediate use.
Submit work order requests to the appropriate office to remediate inoperable office equipment or office defects within the command group.
Monitor Personnel Tempo (PERSTEMPO) data in accordance with established thresholds.
Prepare, based on narrative provided, unit level portion of award recommendations.
Process leave and pay documents.
Prepare and process personnel actions (DA Form 4187).
Process unit personnel accountability reports and notices on a daily basis.
Analyze officer and enlisted personnel manning status Unit Manning Report (UMR) and ensure appropriate Electronic Military Personnel Office (E/MILPO) transactions are submitted timely and accurately on a daily basis.
Prepare non-deployable report on a monthly basis, and monitor on a daily basis.
Experience and Skills
Qualifications:
Minimum High School diploma,
Minimum 5 - 10 years administrative experience
Be proficient in typing on a standard English keyboard and word processing software and presentation software
Experience in final preparation of military correspondence (AR 25-50)
Experience in military document protocol for completion and accuracy review
Proficiency in Microsoft Word, PowerPoint, Outlook, Excel, Adobe PDF, SharePoint
Experience in using the DTS
Experience in using Automated Routing systems, i.e., Global Electronic Approval Routing System (GEARS)
Secret Clearance required
Maintain command group daily calendars.
Review correspondence and documents for accuracy and grammatical errors in accordance with pertinent Army regulations and protocol prior to command group input and/or approval.
Ensure or cause the completion of required Temporary Duty (TDY) documents, make appropriate airline and hotel reservations, and develop travel itineraries for command group members.
Ensure completion of TDY documents upon command group members’ return from TDY. Liaison with Defense Finance and Accounting Service (DFAS) on requirements and payments as needed.
Input and upload all required information into travel vouchers in order to properly reconcile charges (manual and/or within Defense Transportation System (DTS)).
Establish and maintain records in accordance with the Army Records Information Management System (ARIMS).
Track all paperwork for the command group and forward to them for review and signature as required.
Accept and route in-coming phone calls within command group and arrange call backs in the immediate absence of the intended recipient.
Maintain daily conference room calendar and provide support in coordinating Video Teleconference (VTC) and teleconferences.
Prepare draft memorandums according to Army and unit standards.
Maintain and update unit’s master phone roster.
Assure proper and discreet handling of all unclassified/classified information per all regulations.
Screen incoming calls and visitors to minimize unnecessary interruptions.
Ensure necessary office supplies are available for command group members, as well as ensure office equipment is operable and ready for immediate use.
Submit work order requests to the appropriate office to remediate inoperable office equipment or office defects within the command group.
Monitor Personnel Tempo (PERSTEMPO) data in accordance with established thresholds.
Prepare, based on narrative provided, unit level portion of award recommendations.
Process leave and pay documents.
Prepare and process personnel actions (DA Form 4187).
Process unit personnel accountability reports and notices on a daily basis.
Analyze officer and enlisted personnel manning status Unit Manning Report (UMR) and ensure appropriate Electronic Military Personnel Office (E/MILPO) transactions are submitted timely and accurately on a daily basis.
Prepare non-deployable report on a monthly basis, and monitor on a daily basis.
Experience and Skills
Qualifications:
Minimum High School diploma,
Minimum 5 - 10 years administrative experience
Be proficient in typing on a standard English keyboard and word processing software and presentation software
Experience in final preparation of military correspondence (AR 25-50)
Experience in military document protocol for completion and accuracy review
Proficiency in Microsoft Word, PowerPoint, Outlook, Excel, Adobe PDF, SharePoint
Experience in using the DTS
Experience in using Automated Routing systems, i.e., Global Electronic Approval Routing System (GEARS)
Secret Clearance required
تقدم لهذه الوظيفة