Administrative Assistant

Oneida Professional Services (OPS) is actively seeking a highly motivated full-time Administrative Assistant for the FAA Corporate Training Solutions Division.

Location:

Mike Monroney Aeronautical Center (MMAC)

6500 South MacArthur Blvd.

Oklahoma City Oklahoma 73169

*This position is contingent on the award of a federal contract.

Compensation: $27.32/ Hour

Position Summary

The Administrative Assistant (AA) supports the Federal Aviation Administration (FAA) Corporate Training Solutions Division at the Mike Monroney Aeronautical Center (MMAC) by performing a wide range of administrative clerical and logistical duties to ensure efficient and effective office operations. The Administrative Assistant is responsible for coordinating daily office functions supporting training activities and providing administrative assistance to management and program staff in accordance with FAA standards policies and procedures.

This position requires attention to detail strong organizational skills and the ability to manage multiple priorities in a professional environment supporting federal training and program operations.

Primary Responsibilities:

Administrative & Clerical Support

• Demonstrate working knowledge of office procedures operations and practices.
• Answer and route phone calls greet visitors and provide general information or assistance as needed.
• Perform document management filing and records control activities including shredding and storage in compliance with FAA records management policies.
• Receive review and distribute incoming mail; prepare outgoing mail and shipments.
• Prepare format and proofread correspondence reports course materials agendas and other documentation using Microsoft Office applications.
• Maintain suspense records to ensure timely follow-up on correspondence and assigned actions.

Meeting & Travel Coordination

• Schedule and coordinate meetings teleconferences and events; prepare briefing materials and track follow-up actions.
• Assist with travel arrangements including preparation of travel orders and vouchers.
• Support domestic and international travel coordination by working with FAA and Department of Transportation (DOT) personnel to obtain passports visas and country clearances.

Personnel & Budget Support

• Provide administrative support for personnel payroll and budget activities.
• Monitor time and attendance (T&A) identify and resolve discrepancies and enter time for absent employees with management approval.
• Assist with purchasing documentation quotes and tracking shipments; maintain adequate office supplies and manage office equipment (e.g. copiers toner forms).
• Report supply or equipment deficiencies to the Program Manager and assist with procurement of replacements.

Property & Facility Support

• Assist with property tracking and inventory including tagging and coordinating removal of excess property using FAA systems such as FRAMES.
• Operate Aeronautical Centeruse vehicles in accordance with FAA policies ensuring proper fueling or charging.
• Support classroom setup by assembling student packets preparing rosters and providing logistical information to incoming students (e.g. training location lodging details class start times).

Training & Records Coordination

• Serve as division training coordinator by soliciting attendance registering employees for courses and ensuring completion of required training.
• Track and maintain training records for division personnel and ensure compliance with FAA training requirements.

Other Duties

• Assist in developing or refining office procedures and practices to improve efficiency.
• Provide support across multiple administrative functions as required including potential work relocation within the MMAC as operational needs dictate.

Minimum Qualification Requirements

Education

• Required: High School Diploma or GED

Experience

• Minimum of one (1) year of experience within the last three (3) years in general office administration or administrative support functions.

Specialized Skills

• Typing speed of 50 words per minute with at least 90% accuracy.
• Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) and email applications.
• Strong spelling grammar and written communication skills.
• Excellent interpersonal and organizational skills with the ability to multitask and prioritize workload.

Knowledge Skills and Abilities

• Knowledge of general office and administrative procedures.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail accuracy and timeliness in completing tasks.
• Customer service orientation with professional verbal and written communication.
• Ability to work both independently and collaboratively in a team-oriented environment.

Additional Requirements

• U.S. Citizenship required.
• Must be able to pass a background investigation and meet FAA security requirements.
• Ability to work on-site at the Mike Monroney Aeronautical Center (MMAC) and support FAA and contractor personnel.

About Us:

The Oneida ESC Group is a family of companies owned by the Oneida Nation of Wisconsin that delivers customer-focused engineering science and construction services worldwide.

Our family of companies includes:

• Oneida ESC Group (OESC)
• Oneida Professional Services (OPS)
• Oneida Total Integrated Enterprises (OTIE)
• Mission Support Services (MS2)
• Sustainment & Restoration Services (SRS)
• Oneida Engineering Solutions (OES)
• General Mechanical Corporation (GMC)
• LG2 Environmental Solutions (LG2)
• Oneida Environmental (OE)

We integrate our staff for dedicated cooperative and business-like delivery of services to enhance our customers missions.

Equal Employment Opportunity:

Oneida ESC Group is an equal opportunity employer committed to inclusion and diversity in the workplace. We take affirmative action to ensure equal opportunity for all applicants without regard to race color religion sex sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws national origin disability veteran status or other legally protected characteristics.

Oneida ESC Group participates in the E-Verify program. Learn more about the E-Verify program. ESC Group is committed to working with and providing reasonable accommodation to applicants with physical and mental disabilities.

This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training. Oneida ESC Group makes hiring decisions based solely on qualifications merit and business needs at the time.