Administration D - Site Administrative Assistant

Job Title: Administration D - Site Administrative Assistant

Job Code: 45875

Job Location: Tucson, AZ - Davis-Monthan AFB (Onsite)

Job Schedule: 5/8: Employees work 8 hours per day, 5 days a week; Rotating Shifts; Mission Dependent

Job Description:

The Field Administrative Assistant reports to the Site Manager and provides autonomous administrative and operational support for program at Davis-Monthan AFB. The role manages site administrative processes, workforce timekeeping and travel support, expense and payment coordination, personnel records, correspondence, supplies, and management calendars. The assistant works closely with the PMO Administrative Assistant, Site Manager, Shared Services, Payroll, Accounts Payable, Security, and other program stakeholders to keep site operations organized, compliant, and responsive to customer and program requirements.

Essential Functions:

• Ability to obtain a US Secret security clearance.
• Willingness and ability to work onsite, adjust schedules, and support occasional extended hours as required for site and program operations.
• Willingness and ability to travel within CONUS and support deployment-planning activities for OCONUS operations as required.
• Ability to read, write, speak, and understand English.

Site Administration and Financial Support:

• Complete, audit, and submit expense reports for field employees, including travel, relocations, training, reimbursements, and other authorized site expenses; coordinate with Shared Services and Accounts Payable to facilitate payment of expense reports and non-purchase-order payment requests.
• Review weekly Business Travel Account airfare reports; coordinate travel requests and approvals; maintain accurate travel, itinerary, and calendar information for site management and assigned personnel.
• Order office and site supplies; manage incoming and outgoing mail and correspondence; prepare, edit, route, file, and retain administrative documents, reports, agendas, notifications, and other program communications.
• Process personnel administrative actions, including employee terminations, Corporate Card cancellations, return of L3Harris and C3ISR property to functional owners, onboarding coordination, and other site-support actions in accordance with approved procedures.

Timekeeping, Compliance, and Records:

• Assist site employees with AutoTime entries, verify labor hours and correct charge codes, manage timesheet-signing actions, coordinate resolution of weekly Unsigned Autotime items, and submit weekly labor-adjustment spreadsheets to Payroll.
• Maintain accurate site records, logs, calendars, checklists, and status trackers; safeguard controlled, sensitive, personal, and health information in accordance with company, contract, and applicable handling requirements.
• Track ethics-compliance actions and support CFO Compliance data requests by compiling detailed transaction activity and reporting required dollar values in accordance with DoD, USSOCOM, Air Force, company, and program policy directives.
• Coordinate with the PMO Administrative Assistant, Site Manager, and applicable functional teams to resolve employee administrative issues and maintain continuity across site and program operations.

Deployment Coordination and Planning Support:

• Support Site Manager and PMO planning for CONUS temporary duty and OCONUS deployment activities by maintaining deployment trackers, timelines, readiness checklists, and required administrative documentation for assigned personnel.
• Coordinate and track deployment-readiness actions, including travel arrangements, passports, visas, immunizations, medical evaluations, training completion, security requirements, and other personnel documentation; promptly communicate gaps and pending actions to the Site Manager and designated program points of contact.
• Prepare, submit, track, and maintain status for APACS requests and associated theater or country-access documentation in coordination with PMO Security, customer representatives, host-nation or embassy points of contact, and other authorized stakeholders.
• Assist with deployment briefs, personnel itineraries, return-travel coordination, and post-deployment administrative closeout while preserving sensitive information and following approved program procedures.
• Perform other assigned duties and special projects as required by Management.

Qualifications:

• Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.
• Minimum 4 years of experience using Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Minimum 2 years of experience supporting timekeeping, travel, expense reporting, records management, office administration, or similar operational administrative functions.

Preferred Additional Skills:

• Active US Secret security clearance.
• Experience using Concur, AutoTime, SignIt, PARS, APACS, or comparable business-travel, timekeeping, training, or access-request systems.
• Experience supporting military, defense-contract, deployed, or multi-site operations, including CONUS temporary duty or OCONUS deployment coordination.
• Experience handling confidential, sensitive, controlled, personal, or health information in accordance with approved procedures.
• Strong organization, customer-service, written communication, and follow-through skills; ability to manage multiple priorities, meet deadlines, exercise sound judgment, and work independently with minimal supervision.