Executive Assistant-PR 1932

ESSENTIAL AREA OF RESPONSIBILITY:

All areas of responsibility listed below are essential to the satisfactory performance of this position, with reasonable accommodation, if necessary. Work responsibilities may vary, depending upon assignment.

GENERAL FUNCTION:

• This position supports the Fighters & Bombers Directorate (AFLCMC/WW) at Wright-Patterson Air Force Base (WPAFB), Ohio as an Administrative Support, Senior.
• Performs the administrative tasks described in this section of the performance work statement in support of the daily operations within the Fighters & Bombers Directorate. (CDRL A006)
• Performs the following PWS paragraphs 3.8.1-3.8.4.9.
• 3.8.1 Knowledge and Experience Required: See PWS paragraph 3.1.1.
• The Contractor shall be capable of independently performing technical tasks relevant to this section of the performance work statement.
• 3.8.2 Minimally Required Tasks:
• The Contractor shall be capable of performing the tasks relevant to this section of the PWS. The Contractor shall be proficient with Microsoft Office applications (Word, Excel, and PowerPoint) and Microsoft Internet Explorer. The contractor may be required to learn to use other commercial or specialized computer applications.
• The Contractor shall process non-disclosure agreements for Directorate personnel prior to accessing competition-sensitive or proprietary data, information, or documents; assist in planning, organizing, assisting in the full spectrum of actions required for the Directorate to conduct day to day business, but not limited to, planning executive calendars and scheduling meetings; assist in performing a wide range of program management activities to include, but not limited to: working with functional managers, outside agencies, contractor personnel, and the program office customers concerning preparation of technical material, management presentations and other material in support of meetings, minutes, agendas, and compilation of briefings; gathering a variety of program information; assisting in pre-acquisition and acquisition strategy planning and implementation; assisting in the development of executive documentation; assisting in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination and decision documentation preparation; implementing documentation reviews.
• 3.8.3 Specialized Knowledge, Experience, Tasks or Qualifications Required.
• 3.8.3.1 The Contractor shall support staff leadership, supporting teams and other office personnel by maintaining Outlook calendars and schedules of leadership personnel within the organization to maintain accuracy and facilitate office operations.
• 3.8.3.2 The Contractor shall generate and implement procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence and action items. The Contractor shall review documents for accuracy of data, procedure compliance and error-free documentation.
• 3.8.3.3 The Contractor shall assist in the use of computer applications (Microsoft office software suite) to produce databases, spreadsheets, graphics and other specialized products and facilitate the use of standardized automated forms such as organizational charts; Pyramid Alert/Recall and Shelter-In-Place rosters; travel orders; performance reports i.e. Officer Performance Reports (OPRS) and Enlisted Performance Reports (EPRs), civilian and military awards, materials procurement, maintenance and disposition, as well as other periodic or ad hoc reports.
• 3.8.3.4 The Contractor shall answer telephone calls and convey messages for directorate and division staffs.
• 3.8.3.5 The Contractor shall provide support to the Video Teleconferencing (VTC) manager, assist with VTC bridge scheduling and VTC connectivity and interface with VTC maintenance contractor. The Contractor shall plan and coordinate meetings to include video teleconferencing and room set-up (ensuring sufficient seating, name placards, etc.) Provide support for internal and external briefings and reports by providing expert knowledge and capability in the use of personal computers and operating systems to produce visual aids (slides, view-graphs, briefing charts and other graphics) using appropriate software applications and SharePoint. Assists in improving internal management processes by proposing and/or implementing improvements to visual, computer-based communications used by the program office to manage its critical processes.
• 3.8.3.6 The Contractor shall assist with monitoring, opening, and closing conference rooms. The Contractor shall assist with coordination and set-up of the directorate Acquisition Resource Boards (ARBs), Director’s Calls, and Operations Calls.
• 3.8.3.7 The Contractor shall monitor office supplies and assist the directorate/division focal point with tracking office supplies and ensuring adequate levels of consumable items needed for presentation/graphics.
• 3.8.3.8 The Contractor shall assist divisional focal points with semi-annual self-inspections processes. The Contractor shall assist the Self-Inspection Program (SIP) administrator of the Management Internal Control Toolset (MICT). Duties include, but are not limited to assigning checklist permissions, loading checklists in MICT, assisting checklist POCs with resolving administrative issues within the toolset, distributing SIP information to checklist POCs and managers, and assisting in developing and maintaining of a tracking system for deficiency identification, corrective actions, and closeout.
• 3.8.3.9 The Contractor shall maintain and distribute emergency management procedures. The Contractor shall update the Enterprise Information Management (EIM) SharePoint site with correspondence guidance and other useful information.
• 3.8.3.10 The Contractor shall serve as the EIM SharePoint and Wright Patt Electronic Records Management (WPERM) records custodian. The Contractor shall assist in maintaining official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
• 3.8.3.11 The Contractor shall support divisions by taking meeting attendance, meeting minutes and making travel arrangements. Travel support shall include interfacing with Lead Defense Travel Administrator (DTA) and site DTS help desk on all DTS issues, prepare and review authorizations and vouchers for completeness and/or accuracy, ensure expenditures are allowable and pre-approved by Authorizing Official (AO) and receipts are attached.
• 3.8.3.12 The Contractor shall verify the accuracy of data inputs for the divisional Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System (DCPS), Customer Service Representative (CSR), in/out-processing, DTS, and Functional Area Records Management (FARM).
• 3.8.3.13 The Contractor shall perform workflow management functions as needed to ensure timely Directorate response to external and internal suspenses and taskings. Necessary workflow management functions shall include receiving suspense/tasking notices and details from several sources; analyzing suspenses and taskers for execution assignment; assigning the proper action organizations, action officers and suspense dates; tracking, consolidating and coordinating responses into a single PEO or Directorate-level response; PEG, Senior Functional or PEO approval as needed; formally responding to the tasking organization and closing out the suspense or tasking; and archiving completed actions to enable retrieval from archival storage and electronic records management systems.
• 3.8.3.14 The Contractor shall manage coordination and suspense control activities for inquiries from Higher Headquarters and Directorate staff, and prepare responses for PEG Chief and/or Deputy approval and provide recommendations when appropriate. The Contractor shall collaborate with Fighter/Bomber Directorate Senior Functional Leads and assist in managing tasks from the Air Force Materiel Command (AFMC) SOCCER database.
• 3.8.3.15 The Contractor shall monitor the division organizational e-mail account (i.e., Workflow) and distribute information and/or execute taskings as required providing responsive support to Directorate leadership and Divisions.
• 3.8.3.16 The Contractor shall support the unit Battle Staff and Unit Control Center (UCC). The Contractor’s primary function shall be to facilitate communications and management support.
• 3.8.4 FMS Senior Administrative Support
• In addition to the tasks required in sections 3.8.1 through 3.8.3.16, the following are required in support of this subsection:
• 3.8.4.1 The Contractor shall provide support to various Foreign Military Sales Programs. The Contractor shall have extensive administrative skills and the knowledge of Foreign Military Sales policies, processes and applicable guidance as well as knowledge of fighter aircraft technology and USAF administrative guidelines. The Contractor shall support teams working on one or multiple programs, shall travel, and shall require an adjusted work week schedule while TDY supporting program official meetings in foreign countries.
• 3.8.4.2 The Contractor shall assist with preparation of documentation for LORs and implementation and execution of Letters of Offer and Acceptance in accordance with the AECA, SAMM and Defense Security Cooperation Agency (DSCA) Manual 5105.38-M DoD acquisition processes.
• 3.8.4.3 The Contractor shall gather, analyze, evaluate, and document information required by program or project managers and foreign customers and provide daily administrative support with minimal or no assistance, utilizing FMS policies, the AECA and analytical methods or techniques.
• 3.8.4.4 The Contractor shall provide administrative support for numerous CONUS and OCONUS meetings and program reviews to include taking real time meeting minutes (both programmatic and LAS technical). The Contractor shall have knowledge of accurate Directorate and Division terminology and USAF writing guidelines, shall record accurate action items, shall edit minutes real time into formal records with no or minimal assistance. The Contractor shall edit and assemble final documentation to include later follow up on action items and keeping appropriate records/books.
• 3.8.4.5 The Contractor shall support the planning, formulation, editing, development, coordination and publication of finished products, e.g., program documentation, plans, directives, reports, briefings and other presentations, as required (technical and non-technical; classified and unclassified) in the media and format requested, ensuring compliance with AECA, DoD policies and Tongue and Quill (Government official correspondence guidance). This requirement also includes coordination and obtaining approvals from Foreign Disclosure Office prior to release to foreign partners.
• 3.8.4.6 The Contractor shall arrange for domestic and foreign travel and meeting rooms; process Government personnel travel orders in DTS, initiate foreign travel approvals with usage of Aircraft and Personnel Automated Clearance System (APACS); coordinate with Security, Foreign Disclosure, US and foreign Embassy staff, overseas MAJCOMs, and SAF/IA representatives to process overseas travel requirements. The Contractor shall provide instruction to travelers in regards to obtaining visas, passports and other Foreign Military Sales necessary travel documents, assist in applications if needed.
• 3.8.4.7 The Contractor shall assist with tracking IPT manning using currently required DoD systems and formats, including gathering and processing team’s time and attendance (electronic records and documentation) per current Fighter Bomber Directorate time sheet processing guidance, developing and maintaining team calendars, assisting with preparing and submitting manpower packages and updates in compliance with current DoD, AFSAC, SAF guidelines, and with usage of SAMRS system when requested by program management; provide advice on input to new manpower packages based on maintained data from previous programs.
• 3.8.4.8 The Contractor shall assist with collecting manpower data on previous programs and developing new manpower estimate for the new programs.
• 3.8.4.9 The Contractor shall interact with Foreign Liaisons on a regular basis and assist them with resolving housing, vehicle, medical, travel and other issues.
• Establishes and maintains effective professional working relationships with co-workers, and customers.
• Follows policies and procedures as described in corporate manuals and directives.
• Attends work each day during scheduled work hours unless on approved travel or time off.
• Performs occasional travel to contractor and customer sites, as required (see WORKING CONDITIONS below).
• Works flexible hours, including occasional overtime.
• Carry’s out other duties as may be assigned or requested.
• Submits monthly status reports and other information as requested
• Complies with requirements of the contract’s Visitor Group Security Agreement (VGSA).
• Prepares CDRL inputs including the Task Order’s Monthly Status Report.
• Completes required Government and PESystems training and certifications.

WORKING CONDITIONS

• Perform occasional travel to contractor and customer sites, as required.
• Work is performed indoors with some potential risks to safety and health hazards related to electronics.

QUALIFICATIONS:

Education/Certifications/Experience/Skills:

• SENIOR: A Senior labor category has a minimum of 10 years of experience and a high school diploma. A Senior labor category typically works on high-visibility or mission critical aspects of a given program and performs all functional duties independently. A Senior labor category may oversee the efforts of less senior staff and/or be responsible for the efforts of all staff assigned to a specific job.
• Must possess and maintain a government security clearance at the Secret level, or as required.
• Must be proficient in the use of Microsoft Office Applications (Outlook, Word, Excel) and other standard (Customer specified) applications.
• Must be able to transport self to various facility sites, as required. If using own motor vehicle, must possess a valid driver’s license and proof of insurance.

Physical Skills and Abilities:

• May require lifting up to 25 pounds.
• Requires visual acuity to use a keyboard and monitor.

P E Systems, Inc. is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for Employment without regard to race/ethnicity, color, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, genetic information, marital status and disability (including physical or mental disability as well as pregnancy) veteran status or any other status protected by Federal State or local law.