Administrative Assistant

STS Solutions and Training (SST), LLC is seeking an Administrative Assistant to provide general administrative support to 37 Training Wing Engineering and Facilities, JBSA-Lackland.

• Develop and manage workflow calendar and Teams accounts for the six to eight office personnel assigned to branch.   Manage suspenses and track workforce availability, progress and completions.
• Type/annotate correspondence, reports, records, and technical papers. This may include Microsoft Suite tables, charts, graphs, schedules, and presentations as well as various government forms such as requisition forms;
• Proofread and correct, as necessary, outgoing correspondence to ensure proper format and conformance with procedural instructions, screen for grammar, spelling errors, punctuation and content. Determine that all necessary incoming and background material is accurate and attached to the file;
• Reply to general inquiries that do not require technical knowledge of programs under the control of the requesting office. These replies may consist of letters of acknowledgement, acceptance of invitations and cancellations. Follow up on routine correspondence of a non-technical nature in the Branch Chief’s name or in his or her own name as administrative assistant to the Branch Chief.
• Search for, assemble, and summarize information from management systems, files and other documents as requested by the Branch Chief and/or office staff in order to reply in a timely manner to correspondence, prepare reports, briefing papers, etc.
• Arrange meetings and conferences to include the following: locating facilities, room reservations, scheduling, arranging call-in numbers and/or Teams meetings and webinar registration details, notifying all participants, and assembling materials to be handed out at meetings and conferences, and/or distributing electronically for conference calls, Teams meetings, and webinars.
• Assist in the preparation of agendas for meetings, contact attendees of meetings, prepare correspondence and minutes of meetings, and distribute these materials.
• Make travel arrangements for personnel as requested. This may include hotel and rental car reservations, plane and train tickets, travel advances, travel authorization requests, travel vouchers, and itineraries;
• Maintain assigned office calendars and schedules, appointments, and meetings based upon own initiative through personal knowledge of workload and current issues of importance. Remind assigned Government staff of appointments and brief them on matters to be considered before the scheduled meeting. On own initiative, reschedule staff appointments when their schedules change; and
• Manage designated executive’s office files, which may involve establishing new files and disposing of outdated or otherwise unneeded records;
• Manage building exterior entrance doors security system (i.e., currently PremiSys) or similar security system (i.e.., if changed/upgraded in the future).  Act as primary security entrance door manager by in-processing, out processing and/or purge assigned personnel from the building security system to include scheduled and ad hoc checks, audits and reports on addition/deletion of personnel in building’s security system to Branch Chief and/or office staff;
• Manage door key and cipher lock program to include issue of physical keys and/or cipher lock combos; manages the return of keys, disposal and request of keys through base key shop; and change of cipher lock combos for Branch Chief and/or office staff;
• Assist Branch Chief and/or office staff as alternate Facility Manager; and
• Perform other assigned duties germane to office administration management, as necessary.

**This position is full-time, on-site, working 40 hours a week**