What are the responsibilities and job description for the Administrative Assistant position at Advent Services?
Recruiters please do NOT contact Advent Services
Advent Services, A leader in supporting clients in technically demanding industries, Advent's capabilities and services promote innovation & empower our partners to manage risk, protect the information, and achieve organizational objectives. We are proud of our ability to support mission-critical systems in every phase of their lifecycle to ensure our nation’s forces can accomplish their mission.
Description of Services:
Provide services to assist in the Program Support Division (OMP). Specific functions shall include program management assistance and administrative support. The contractor shall assist Government Program Managers in developing, establishing, implementing, and monitoring contractual and financial services for assigned contracts/task orders.
Position: Administrative Assistant
Location: Building 840, Wright Patterson AFB, OH 45433
Work Schedule: Work schedule is normally M-F 0730-1630; however there may be times when it is necessary for the contractor to work after duty hours in support of specific tasks.
Mandatory Qualifications:
- The contractor shall have at least three years of experience as an administrative assistant.
- The Contractor shall be proficient with the following applications: Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
Responsibilities:
- The contractor shall provide assistance in support of the day-to-day management of 711 HPW contractual requirements.
- Oversee 711HPW/OMPs record management program to include records inventory, file management, records disposition, and training.
- Maintenance of comprehensive data repositories on critical management information, activities, and analysis related to assigned projects via a working knowledge of 711 HPW & USAFSAM programs.
- Support automated data activities (e.g., reports, tables, briefings, spreadsheets, databases, etc.). utilizing Government systems.
- Provide other administrative and monitoring support as required to Contracts Program Managers (CPM), Contracting Officer Representatives (COR) and/or Contracting Officers (CO) in daily operations associated with establishment, maintenance and oversight of contracts/task orders.
- Receive and process invoices and monthly status reports for 711 HPW contracts and task orders. Review invoices and reports for appropriateness, and if necessary, research and correct discrepancies or refer to the appropriate Contracts Program Manager.
- Establish and update project records for 711 HPW/OMP contracts/task orders in the Project Tracking System (PTS) or any other system government utilizes. Ensure that project records are up to date. Generate reports as required.
- Post and update all procurement and tracking spreadsheets (e.g., PR Log, Management Log, etc.)
- Request documentation (i.e, DD250Z, contractor concurrence, etc.) for contract close out. The contractor shall inventory all physically complete/expired contracts and reconcile any discrepancies. The contractor shall provide status of closeout actions in a Contractor Progress, Status and Management Report
- Set up new files, distribution of correspondence and assisting with customer inquiries.
- Prepare, copy, fax, and/or scan letters, documents and forms as required for contracts and task orders. Route, track mail and file letters, documents and forms as necessary.
- Support the 711 HPW/OMP Division Chief with quantitative and statistical data.
- Assist 711 HPW/OM Department and 711 HPW/OM with suspense distribution and tracking.
- Assist in supply ordering.
Advent is an Equal Opportunity Employer. Employment decisions are not based on race, color, religion, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state or local laws.