What are the responsibilities and job description for the Administrative Assistant position at Alakaina Family of Companies?
The Alaka`ina Foundation Family of Companies is looking for an Administrative Assistant to support our government customer at Fort Sam, Houston TX.
DESCRIPTION OF RESPONSIBILITIES:
- Provide travel support for DoD business meetings (non-conference).
- Confirm meeting approval through the USAMRDC conference manager.
- Compile meeting invitation, agenda, and funding source.
- Create Defense Travel System (DTS) authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.
- Create Resource Management System (RMS) TDY request and route for signatures.
- Upload all supporting documentation in DTS and confirm ticketing.
- Compile airfare, hotel, and all other receipts and create a DTS voucher with supporting documentation upon return.
- Provide non-DoD hosted conference travel (Army-funded) support.
- Confirm meeting approval through the USAMRDC conference manager.
- Compile meeting invitation, agenda, and funding source.
- Assist with Defense Travel System (DTS) authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.
- Create conference request packets for submission in accordance with applicable timeframes to include: RMS TDY requests, USAMRDC TDY requests, non-DoD conference request memorandum, and conference agenda) (Deliverable 9).
- Assists with drafting the final conference approval memorandum after legal approval, uploading all supporting documentation in DTS, and confirming ticketing.
- Create an all-inclusive travel folder with itinerary documents, meeting agendas, and all other relevant travel information and provide it to attendees.
- Assists with drafting After Action Reports (AAR), compiling airfare, hotel, and all other receipts, and creating DTS vouchers with supporting documentation upon return.
- Provide proffered and partially proffered travel support.
- Arrange for a proffer letter template to sponsoring agency and determine if fully or partially proffered.
- Prepare and submit a conference request packet to the USAMRDC conference manager prior to established timelines to include: RMS TDY request, sponsoring organization’s proffer letter, acceptance of travel benefits memorandum, USAMRDC 1353 travel worksheet, and conference agenda.
- Assists with creating Defense Travel System (DTS) authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.
- Assists with drafting the final conference approval memorandum after legal approval, uploading all supporting documentation in DTS, and confirming ticketing.
- Assemble an all-inclusive travel folder with itinerary documents, meeting agendas, and all other relevant travel information and provide it to attendees.
- Compile airfare, hotel, and all other receipts and create a DTS voucher with supporting documentation upon return.
- Assists with complete proffering organization’s expense report reflecting costs to the USAISR and draft and submit a Report of Payment from a Non-Federal Source Memorandum for approval.
- Provide OCONUS travel support.
- Prepare conference request packet and OCONUS Country Clearance packets to include: USAMRDC Form 55-46, force protection plan, ISOPREP/PRO-file certificate, AT, SERE, and TARP training certificates, flight itinerary, and DA Form 31 (if trip included leave time).
- Assists with drafting the final conference approval memorandum after legal approval, uploading all supporting documentation in DTS, and confirming ticketing.
- Assemble an all-inclusive travel folder with itinerary documents, meeting agendas, and all other relevant travel information and provide it to attendees
- Compile airfare, hotel, and all other receipts and create a DTS voucher with supporting documentation upon return.
REQUIRED DEGREE/EDUCATION/CERTIFICATION:
At least a high-school diploma
REQUIRED SKILLS AND EXPERIENCE:
Desired 1-2 years of experience working with DoD system performing the duties aforementioned.
REQUIRED CITIZENSHIP AND CLEARANCE:
- Must be a U.S. Citizen.
- Must be able to pass a National Agency Check with Inquiries (NACI).
The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays. The Alaka`ina Foundation FOCs is proud to be an equal opportunity employer.
We are an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need accommodation during the application process, please click here to request accommodation. We E-Verify all employees.
The Alaka`ina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Ke`aki Technologies, Laulima Government Solutions, Kūpono Government Services, Kapili Services, Po`okela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alaka`ina Foundation activities under the 501(c)3 principally benefit the youth of Hawaii through charitable efforts which include providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.
For additional information, please visit www.alakainafoundation.com
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