Jr Administrative Support Specialist

USmax Corporation is seeking a Junior Administrative Support Specialist to provide day-to-day administrative support for our DoD customer's training support services contract in Santa Barbara County, CA. This position focuses on task management, electronic file maintenance, administrative document preparation, and support for personnel recognition programs. The ideal candidate will possess strong organizational skills, attention to detail, and proficiency with administrative systems and tools. 

Duties and Responsibilities:

• Manage the Task Management Tool (TMT) for daily operations 
• Distribute standard tasks within 24 hours of receipt 
• Distribute HOT taskers within 2 hours of receipt 
• Track task status and ensure timely completion 
• Prepare requests for extensions when needed 
• Generate reports on task completion metrics 
• Maintain electronic file structure supporting all administrative functions 
• Ensure files and folders are organized with clear labeling 
• Process and maintain unit promotion rosters 
• Support personnel recognition program documentation 
• Prepare initial drafts of administrative documents 
• Organize files on SharePoint and Microsoft Teams
• Compile data for weekly activity reports 
• Provide administrative support for meetings and events 
• Assist with preparation of recurring reports and deliverables 
• Support document preparation for MOAs and agreements 
• Maintain administrative calendars and schedules 
• Perform general office administrative functions as assigned

Required Qualifications:

• High school diploma or GED 
• 1 years of administrative experience in a professional environment 
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 
• Experience with document management and filing systems 
• Strong attention to detail and organizational skills 
• Ability to prioritize competing tasks and meet deadlines 
• Basic knowledge of administrative processes 
• Professional communication skills 
• U.S. Citizenship 
• Ability to obtain a favorably adjudicated National Agency Check (NAC) 

Preferred Experience: 

• Associate's degree in Business Administration or related field 
• Experience in a military or government environment 
• Familiarity with Microsoft SharePoint and Teams 
• Experience with task tracking systems 
• Knowledge of DoD administrative procedures 
• Active Secret security clearance 
• Experience at DoD installations in California 
• Experience supporting personnel recognition programs 

Required Education:

• Associate's degree in Business Administration or related field 

Physical Requirements: 

• Ability to remain in a stationary position for extended periods 
• Regularly operate a computer and other office equipment 
• Occasionally transport files and materials up to 15 pounds 
• Work is performed in an office setting with normal ranges of temperature and humidity 

Security Clearance Requirements:

• Successful completion of background check
• U.S. Citizen

Work Location / Schedule:

• Onsite 5 days a week, Santa Barbara County, CA

Travel Requirements: 

• None

About USmax 

USmax Corporation is an award-winning SBA Certified Woman-Owned Small Business and leading provider of innovative professional, technical and enterprise IT services. Our client areas span international development, public safety, law enforcement and healthcare markets. 

Our Commitment to quality and continuous process improvement is demonstrated by our CMMI-SVC ML3 appraisal, as well as ISO 9001:2015, ISO 20000-1:2018, and ISO 27001:2013 registrations. We offer complete program life cycle support through a full range of planning, design, implementation, management, and support services. Our services based on trust, quality, efficiency, and innovation drive the mission of our various federal and commercial customers.

USmax is certified by the Commonwealth of Virginia Department of Veterans Services as a Virginia Values Veterans (V3) Facility and certified as a V3 Certified Employer. USmax is an avid supporter of the men and women who have served our country. This certification recognizes this achievement and furthers our commitment to veterans and their families. 

USmax is an Equal Opportunity Employer and embraces diversity and inclusion.  Please see our website to learn more about our equal employment policies or to request an accommodation to enable you to apply for employment with us.  

For more information about USmax or to apply for a position, visit www.usmax.com.