Administrative Services Manager (SSC/CGE) Job Listing at SPA in Los Angeles, CA (Job ID 2024-18788)

Description

Qualifications

About the Must Haves:

• M.A., M.S., or MBA in a related field or in lieu of a degree at least 10 years of relevant experience
• At least 15 years of relevant administrative support experience
• At least 5 years of direct support to U.S. Military Service program leadership
• Possess an Active Secret security clearance
• Proficiency in MS Office Suite applications

About the Desired:

• Training or certifications in advanced task management tracking tools
• Specific administrative support experience with the U.S. Air Force or the U.S. Space Force

24/SID3-51

About the Position:

The successful candidate shall be able to:

• Receive tasking by email, telephone, or a Task Management Tool and to receive, document, generate, distribute, track and close tasks at the program leadership level.
• Open, read, understand, and properly distribute tasks to the responsible parties, accordingly, supplying supporting references, as available, or closing tasks, when possible, prior to distribution.
• Schedule and distribute recurring tasks and program-related materials, review and evaluate tracking and tasking processes, track suspense, monitor status, and provide action item coordination, review accuracy, ensure timeliness, recommend changes, and provide quality control of presentations, briefings, and media relations.
• Coordinate with Program Office personnel and track the status of all tasks, action items, suspense, and responses at a minimum from receipt through closure with the originator.
• Ensure timeliness, recommend changes, and provide quality control of presentations, briefings, and media relations for a program leadership.
• Consolidate or prepare program memoranda, staff summary sheets, program office briefings, and other similar action officer duties.
• Review responses to all taskers and efficiently staff responses for Government approval, distribution, and closure.

• Ensure that responses are technically and programmatically accurate with sufficient detail to complete the tasks.

• Assess, develop, evaluate, and consolidate responses for answering technical and programmatic inquiries by working closely with the appropriate program personnel and program partners and stakeholders.

• Analyze, interpret, track, monitor and disseminate all tasks (e.g., performance reports, employee feedbacks, promotion recommendation forms, awards and decorations, quarterly/annual awards, special trophies, training, and program director tasks), including monitoring personal email, organizational email, and Task Management Tool for tasks, and assisting in reviewing, coordinating, distributing, consolidating, analyzing, and monitoring action items and responses to ensure deadlines are met.
• Review, edit, and obtain leadership approval prior to submitting packages to oversight authorities.
• Perform the duties of the Records Custodian to create, modify, and maintain the file plan in the Air Force Records Information Management System (or some similar process), including working directly with an Organization Functional Area Records Manager to ensure staff assistance visits are conducted and discrepancies are corrected.