Job Information
Jacobs Administrative Support Specialist in Macdill Afb, Florida
Your Impact:
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Program Mission:
The Department of the Air Force 6th Contracting Squadron at MacDill Air Force Base, FL has a continuing requirement for base civil engineering services. This includes base operations support, engineering, management, maintenance and repair of facilities and infrastructure systems, construction management, minor construction, emergency management and response, environmental requirements and programs, real property management; material procurement and management, Civil Engineer (CE) deployment training and management and exercise support.
Position Summary:
The Administrative Support Specialist position provides support in day-to-day functions that relate to Engineering Services. This position provides administrative and coordination support in day-to-day functions that relate to assigned Departments and their personnel. This position interacts with all departments and all levels of management, as well as external government contacts. You will use electronic systems to store and track communications and log documents. Process badging documentation and coordinate badging scheduling with the client and subcontractors. Attend meetings and take detailed meeting minutes, document, and distribute, assemble and bind reports/drawings. Scan/convert/upload documents and audit data and documents as needed. Arrange meetings and schedule conferences. Review documents for grammar usage, accuracy, completeness, and ensuring documents meet standards for production. Ability to communicate well and prioritize management requests and deadlines.
Provide situational awareness to government customer.
Ability to maintain and protect confidential information.
Provide data and tracking to support government oversight.
Oversees shared drives used by Engineering Services and government clients to manage and coordinate projects.
Provide daily, weekly and monthly tracking reports, briefs, and updates to the Engineering Services department and government client.
Receive and forward communications to different staff and departments.
Maintain and update multiple calendars.
Assist in the administration of government contracts including monitoring deadlines to ensure all tasks are implemented as stated within contracts.
Organize and schedule meetings/use of conference rooms in coordination with other administrators.
Prepare communications such as memos, emails, reports and other correspondence.
Assist with on-boarding and off-boarding employees with necessary tools and supplies.
Create and maintain filing systems, both electronic and physical.
Ability to take meeting minutes, document and distribute.
Stock office supplies in coordination with all departments.
Prepare and obtain authorization for purchase requisitions.
Review documents for accuracy and completeness. Ensure documents meet standards for production and distribution.
Gather, compile, track, and reports on information relevant to project assignment from multiple sources.
Receive and document incoming mail and packages.
Compile and generate reports, statistics, timelines, tables, and graphs using Microsoft Office Suite.
May design processes/procedures to enhance work flow for Engineering Services department.
Here’s what you’ll need :
Basic Requirements
High School diploma or equivalent required
3 years of experience
Prior administrative support experience
Advanced Microsoft Office Suite skills
Above average keyboarding skills
Ability to develop, populate, and manage electronic filing systems
Attention to detail
Ability to maintain confidentiality of company and client information
Experience in multi-tasking within a fast-paced office environment
Ability to work on-site
Preferred Qualifications:
Experience within a DoD environment
Experience working with and maintaining confidential, proprietary, and sensitive information
Executive, Engineering, or Construction administrative support experience
College degree
Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.