Administrative Support Specialist

Hanscom Air Force Base, MA

Full Time

Department of Defense (DoD)

Entry Level

ROLE
We are seeking an Administrative Support Specialist to support the 66th Force Support Squadron Education and Training Center (E&TC) at Hanscom Air Force Base (Hanscom AFB), MA. You will provide administrative support to the E&TC, serving military, civilian, and contractor personnel across Hanscom AFB. Your responsibilities will include providing front-line customer service, coordinating education and training activities, and managing schedules, records, and official correspondence to keep the E&TC running efficiently.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES
I. Customer Service

Respond to customer inquiries by phone, email, walk-in, or mail in a prompt and courteous manner
Support the delivery and pickup of E&TC mail when not serviced by the Hanscom Official Mail Center (OMC)
Manage incoming inquiries by ensuring timely responses regardless of the availability of the direct recipient
Assist with scheduling of counseling appointments and training venues
Maintain the education resource library, including College Level Examination Program (CLEP) and DANTES Subject Standardized Tests (DANTES) guides
Provide customer service support for civilian education and training programs
Review monthly customer satisfaction survey responses and compile a quarterly report with findings and recommendations for the E&TC Director

II. Administrative Support

Perform daily administrative functions in support of E&TC operations
Serve as a key support resource to on-site Defense Acquisition University (DAU) personnel
Manage and safeguard government-owned records and correspondence throughout the contract period
Provide on-demand access to all administrative records for government review
Support the administrative needs of on-site Air Force Institute of Technology School of Logistics (AFIT/LS) courses
Create and submit quarterly workload reports summarizing completed tasks and service activity across all areas of responsibility
Review and assist with annual updates to Hanscom AFB education & training publications
Submit all updates to the government representative for approval

III. Format & Suspense

Process reports and correspondence using formats approved by the base information manager
Meet suspense dates set by the government, Major Command (MAJCOM), and command leadership
Track and monitor suspense items for periodic government review
Maintain accurate and centralized file systems accessible for government audit

IV. Correspondence

Coordinate base-representative correspondence replies, including command requests and inquiries
Prepare responses to installation action line submissions within two workdays
Research and draft responses to congressional or external inquiries, with government approval prior to release

V. Customer Resource Center

Provide a user-friendly self-help resource center for education & training information
Maintain catalogs from local colleges, universities, and training providers
Distribute information on government-sponsored programs, financial aid, and exams

VI. Files & Correspondence Maintenance

Serve as Records Custodian for E&TC files and correspondence
Maintain records in accordance with Air Force Instruction (AFI) 33-322 and other applicable guidance
Ensure official forms are available and up to date for customer needs
Establish and manage file plans in the Air Force Records Information Management System
Conduct records searches and respond to non-Freedom of Information Act (FOIA) data calls
Collaborate with the Contracting Officer's Representative (COR) and Records Manager to resolve records issues
Oversee digital working files on SharePoint and local drives
Develop and maintain continuity folders for major education & training processes, including program descriptions, flow charts, step-by-step procedures, references, and points of contact

VII. Classroom Maintenance

Coordinate classroom scheduling using SharePoint and electronic request forms
Post weekly classroom calendars and manage scheduling conflicts per E&TC Director priorities
Inspect classrooms before and after use to ensure they are clean, organized, and properly arranged
Conduct end-of-day classroom checks and prepare instructional materials for incoming instructors

VIII. Facility Management

Act as the primary point of contact with Base Civil Engineering for facilities issues
Monitor classroom environments to ensure compliance with Department of the Air Force Manual (DAFMAN) 36-2664 standards
Coordinate snow removal and sidewalk safety during inclement weather
Ensure fire and safety inspections and drills meet DAFMAN 91-203 and National Fire Protection Association (NFPA) 101 guidelines
Initiate and track building maintenance work orders using the NexGen Work Request Database
Provide status reports and summaries of work performed to the E&TC Director

IX. Supply Management

Submit supply requests and coordinate procurement with government approval
Research General Services Administration (GSA) vendors and obtain purchase quotes when needed
Maintain inventory control sheets and consolidate unfunded requests as directed

PREFERRED KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of administrative procedures, document control, and recordkeeping practices
Knowledge of scheduling platforms and shared calendar (e.g., SharePoint or similar)
Skilled in Microsoft Office applications (e.g., Outlook, Word, Excel, etc.)
Skilled in organizing digital and paper records for easy access and audit readiness
Ability to provide courteous, responsive, and professional customer service
Ability to follow official formatting protocols and meet established suspense dates
Strong communication, organization, and time management skills

PREFERRED EXPERIENCE

Experience working with federal, military, or education-related organizations
Experience providing front-line customer service in a professional or government setting
Experience performing administrative support (e.g., records management, data entry, or correspondence tracking)

EDUCATION

High school diploma or equivalent required
Undergraduate degree preferred

LOCATION

Hanscom AFB, MA 01731

TELEWORK

Not eligible for telework

CLEARANCE

U.S. citizenship is required as it supports the U.S. federal government

CLIENT

U.S. Department of Defense

TRAVEL

Travel is not required

WORK HOURS

40 hours
8 hours a day
5 days a week

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

******************

KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

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