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Administrative Support Specialist

3 months ago

Monterey, United States DEFTEC Corporation Full time
Job DescriptionJob Description

Administrative Support Specialist

DEFTEC delivers mission critical solutions through skillfully delivered services and innovative products. We are inspired by the critical missions of our clients, and we are driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.

POSITION OVERVIEW

DEFTEC Corporation is seeking an Administrative Support Specialist to manage day-to-day administrative task that include maintaining and coordinating records, meetings, and schedule of events. Prepare conference rooms for monthly meetings.

JOB RESPONSIBILITIES:

  • Provide daily general administrative tasks to include coordinating and maintaining the group's schedule of events, records management, meeting schedules, announcements, routing of documents, answering the telephone, and drafting emails and various correspondence.

  • Provide travel support for twenty EAG personnel and supporting faculty by inputting Defense Travel System (DTS) information for the processing expense vouchers, security and clearance requirements, ticketing, hotel, and other travel arrangements.

  • Shall not engage in any approval role within the DTS, nor shall you direct the Government in the matters of travel.

  • Track the EAG's office supplies and mission-related purchases, conduct inventories, and input purchase requests into PRE and ERP. Shall only fulfill the function of data entry and tracking for all supply and mission-related purchases. Shall not generate any Government procurement requirements; allocate funding, or approval roles.

  • Provide country clearance support for EAG personnel by submitting foreign travel requests to the Security Office, entering country clearance requests in the Aircraft and Personnel Automated Clearance System (APACS), compiling Anti-terrorism Plans (ATP), and ensuring all training is up to date for foreign clearance approval.

  • Keep track of the office schedules of all EAG personnel including keeping a master calendar of the travel, leave, and meeting schedules for the EAG team.

  • Coordinate the usage of the office conference room including the schedule of approximately 20 meetings per month. The conference room shall be set up and ready for requested meetings, including any audio visual needs.

  • Support setting up online group meetings, managing text/image for event flyers, reserving rooms (for mtgs requiring more space than our conference room), coordinating with the ITACS team to arrange A/V in rooms across NPS (as needed), or to do more simple setup including initiating the online meeting without external support, managing meeting registrations, and pre-meeting preparation.

QUALIFICATIONS:

Required Qualifications:

  • Minimum of three years' experience in an administrative support role in a government, military, or academic setting
  • Minimum three years' experience in the use of Microsoft Office Suite software and the Mac Operating System (OS)

Preferred Qualifications:

  • Experience supporting the Department of Defense
  • Experience supporting the Naval Post Graduate School

DEFTEC offers a comprehensive whole life benefits package that includes medical, dental, vision, holiday, paid time off, life insurance, short/long term disability, and educational reimbursement. DEFTEC also matches 401k contributions dollar for dollar up to 3% of employee's income and an additional $0.50 for every dollar between 4-5% of employee's income. The DEFTEC team is comprised of professionals who make a difference every day in crucial missions related to national security. Our leadership knows that this happens by employing a diverse team who is well taken care of. Our employees are our top priority making DEFTEC an ideal place to work.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please contact HR@deftec.com if you require reasonable accommodations.

DEFTEC is a Drug Free Workplace where post offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP and alcohol when criteria is met as outlined in our policies.

AAP/EEO Statement

DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type on the basis of actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law.

This policy applies to all terms of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities and general treatment during employment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.



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