Administrative Support Specialist

Administrative Support Specialist

Are you looking for a challenge? Looking for an innovative organization and the opportunity to learn and grow professionally? We can help! We are seeking an Administrative Support Specialist to provide security administrative support services to the United States Air Force Medical Command (AFMEDCOM) Surgeon General (SG) in Falls Church, VA.

At Terrestris, we leverage technology to create better mission outcomes through better human performance. We form strong client and team relationships through transparency and strive to create an environment where our team can let their excellence shine through. By finding, developing, and incorporating new ideas, we provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective.

As the Administrative Support Specialist you will provide high-level administrative, operational, and clerical support to senior leadership within the Air Force Medical Command, particularly the Surgeon General's office. This role ensures the smooth execution of daily activities, facilitates communication between internal and external stakeholders, and supports mission-critical operations in a fast-paced and sensitive environment.

You will:

• Track, maintain records and coordinate paperwork IAW DoDI 5200.02 DoD Personnel Security Program.
• Assist in administering courier briefings and provide courier documentation to individuals as required for classified handling within the NCR daily.
• Coordinate any paperwork and related issues requiring SCI access and other special security capabilities with the AF Special Security Office.
• Monitor and store daily end of day security checks and utilize SF 701 to ensure classified information is secure. Report any concerns/non-compliance, and safeguard appropriate training to rectify.
• Develop a process to ensure inventories of Top Secret information be conducted at minimum annually, or more frequently when circumstances warrant.
• Coordinate with DHA and other Security Managers on personnel status, facilities compliance, and training and security requirements.
• Track and update the Commander/Director appointed security assistants in writing to manage applicable security programs.
• Assist with the development and implementation of an Emergency Action Plan (EAP). Certify it has been developed to protect, remove, or destroy classified material in case of fire, natural disaster, civil disturbance, terrorist activities, or enemy action.
• Initiate, maintain, and document required personnel security investigations appropriate to the individual's responsibilities and access to DoD Sensitive Information. The contractor shall assist the Security Manager to ensure Personnel Security Investigation (PSI) packages are completed.
• Assist the Government with reviewing the SF86/85P to ensure that all information is complete. If any information is missing, then the contractor shall notify the individual and ask the individual to complete the missing information within three (3) business days upon receipt. Upon approval of the investigation from the 11th Wing, the contractor shall assist the AFMEDCOM/CSS staff in mailing a hard copy of fingerprints to Office of Personnel Management (OPM) with any other required documents.
• Maintain a list with personnel security investigations appropriate to the job responsibilities for the staff in DAF/SG and AFMEDCOM in addition to who has access to DoD Sensitive Information. Document and notify the individuals with expired investigations and unfavorable adjudications per the Security Manager's request and update the file with current information once it is received.
• Monitor and update a database/roster of personnel requiring re- investigations, upgraded requirements, PSI pending adjudication, personnel that are no longer with the agency and deliver to the Security Manager NLT the 10th calendar day of the month.
• Maintain a training file for all DAF/SG and AFMEDCOM personnel and provide updates to personnel when training is due for refresher. Process, track, monitor new employee training notifications sent to the Security Manager by the Government supervisor and CORs of new hires and contractors.
• Assist the Security Manager by gathering documentation and contact information prior to providing visitor access to the Government facility NLT twenty-four (24) hours of notification. Coordinate all documentation from employees obtaining access to AF Automated Information Systems (AIS) networks between personnel and Security Manager.
• Monitor personnel to ensure members who have access to classified information possess the proper security clearance, have a signed SF 312 "Classified Information Non- Disclosure Agreement", and have a need-to-know.
• Ensure members who have access to classified information have a Standard Form 312 annotated in DISS.
• Create a training program/schedule for personnel to be educated and informed on reportable behaviors that fall under the continuous evaluation program.
• Develop a Key and Combination Program. Track/monitor keys, combinations to storage containers, and vaults accounted for. Ensure security is commensurate with the level of classified material being protected.
• Answer general questions pertaining to visitor assistance, Information Systems security and secure conference room administration.
• Coordinate with Security Manager toward developing, updating, maintaining and monitoring tools which tracks all Annual Security Training Requirements for DAF/SG and AFMEDCOM personnel. This includes personnel related to the execution of the program, such as COR, Trusted Agent and other information necessary to maintain 100% accountability of all personnel – military, civilians and contractor.
• Maintain database to ensure accuracy/integrity of reporting via in/out-processing. Monitor currency of CORs, Vendors, Trusted Agents and contractor contact information.
• Assist, develop, manage and implement the Operations Security Program (OPSEC), (INFOSEC) and other security related training, as a result of policy changes, or dictated by local policy.
• File, track, route, fax, and scan documentation pertaining to personnel reports, records management, and CAC issuance.

What qualifications do you look for?

You might be the professional we're looking for if you have:

• Authorization to work in the U.S. permanently without sponsorship.
• A high school diploma or equivalent.
• An active Tier 3 (T3) Clearance.
• A minimum of three (3) years of direct experience in security administrative support services.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). DoD systems (e.g., DTS, TMT, DMHRSi), and secure communication tools.
• Strong organizational and time-management skills.
• Attention to detail and accuracy in a high-tempo environment.
• Excellent written and verbal communication.
• Ability to work independently and with senior leadership.

We are extra impressed by folks with:

• An Associate's or Bachelor's degree in a related field.
• Prior experience in a military or federal medical environment.
• Proficiency with DoD systems (e.g., DTS, TMT, DMHRSi), and secure communication tools.
• Knowledge of military structure, terminology, and protocol.

What kind of benefits does Terrestris Offer?

We offer outstanding benefits including health, life, disability, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work-life programs. Our award programs acknowledge employees for exceptional performance and superior demonstration of our service standards. Full-time and part-time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided for employees not within this category.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.

DILBERT © 2018 Scott Adams. Used By permission of ANDREWS MCMEEL SYNDICATION. All rights reserved.