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Administrative Assistant 3

3 months ago

Tucson, United States State of Arizona Full time

DEPT OF EMERGENCY AND MILITARY AFFAIRS
- The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions. _

**ADMINISTRATIVE ASSISTANT 3**

Job Location:
**Work Location**:162 Air Wing/CES, Tucson, AZ**

Posting Details:
**Salary**: $15.3408 - $21.5021 per hour (DOE)

Grade: 17

Closing Date: May 31, 2024

Job Summary:
The Administrative Assistant 3 performs a variety of administrative tasks and office support for the Base Services Lodging office. These tasks include researching, managing special projects, provides customer service, and operational planning and report preparation. Assist the Contracting office with Lodging Blanket Purchase Agreements (BPA) valued at over $250,000 and lodging inspections. Coordinate and assist contracted vendors with lodging reservations, customer service, billing/accounting, lodging operating procedures, and site visits. Create processes, maintain records and track trends. Process government purchase transactions and reconciliation. Take meeting minutes for a variety of staff level meetings as necessary.

Job Duties:
**Responsibilities include**:

- Responsible for the executive management, administration, technical and professional direction of the Base Services Lodging office. Focal point for lodging reservations, resource/budget management, billing reconciliation, contracting liaison for Blanket Purchase Agreements (BPA). Conducts newcomers lodging briefings, Recognizes and takes appropriate action to correct situations posing a threat to the health and safety of airman; conducts hotel inspections in accordance with Air Force Standards.
- Assists in the development of policies and procedures for the 162d Wing, which result in efficient and effective operation and utilization of all lodging assets. Structures organization to optimize use of resources and maximize efficiency and effectiveness of the lodging operation in Tucson, and Fort Huachuca, Arizona.
- Assists in the development of policies and procedures for the 162d Wing, which result in efficient and effective operation and utilization of all lodging assets. Structures organization to optimize use of resources and maximize efficiency and effectiveness of the lodging operation in Tucson, and Fort Huachuca, Arizona.
- Makes decisions on training needs and encourages member self-development. Provides training to Drill Status Guardsman in Services Lodging functions in accordance with the Services Career Field Education and Training Plan (CFETP) and the 162d Lodging Wing Instruction.
- Reviews and makes recommendations on updates for the 162d Lodging Wing Instruction and on-line lodging app and wing internet page. Take meeting minutes and publish on designated share point locations, Assist in the planning and coordination of department morale related events. Create a local monthly newsletter with important topics affecting the Force Support Squadron.

Knowledge, Skills & Abilities (KSAs):
**Knowledge of**:

- Military Regulations/Operational Procedures, Department of Defense Programs (Such as DTS-Defense Travel system and GPC-Government Purchase Card) and Air Force Instructions
- Air Force Lodging Program Instruction (AFI 34-135) and applicable Wing Supplements
- Business law as it relates to contracts, agreements and payable invoices
- Principles and practices of Business Administration Management

**Skilled in**:

- Military Regulations/Operational Procedures, Department of Defense Programs (Such as DTS-Defense Travel system and GPC-Government Purchase Card) and Air Force Instructions
- Air Force Lodging Program Instruction (AFI 34-135) and applicable Wing Supplements
- Business law as it relates to contracts, agreements and payable invoices
- Principles and practices of Business Administration Management

**Ability to**:

- Plan, coordinate, comprehend and prioritize a variety of administrative projects.
- Multitask with speed and accuracy.
- Compose military and non-military correspondence as appropriate.
- Effectively communicate verbally and in writing with both military and non-military personnel to accomplish assigned missions.
- Manage time and meet established deadlines.
- Complete assignments with mínimal supervision.
- Establish effective interpersonal relationships including project coordination experience, and the ability to work well with all levels of internal managemen