Administrative Support III

The Administrative Support III position will independently provide support services to satisfy the overall operational objectives of the FAA Academy, NAS Technical Services Division at the Mike Maroney Aeronautical Center in Oklahoma City, Oklahoma.

Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business (Technology, Infrastructure & Engineering, Health, Manufacturing, Public Safety, Consulting, and Transportation) for the federal government and commercial enterprises. A portion of our profits is used to support Chickasaw citizens. We are proud to support the economic development and long-term viability of the Chickasaw Nation and its people. CNI offers premium benefits eligible on the first day of hire to full time employees; (Medical - Dental – Vision), Company Life Insurance, Short-Term and Long-Term Disability Insurance, 401(K) Immediate Vesting, Professional Development Assistance, Legal Aid Assistance Program, Family Planning / Fertility Assistance, Personal Time Off, and Observance of Federal Holidays.

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.   

ESSENTIAL REQUIREMENTS

• Must be able to obtain and maintain the required customer clearance for access to systems, facilities, equipment and property. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Effectively and professionally communicates/interacts with Contractor personnel and individuals both internal and external to the FAA.

• Greets visitors in a prompt and cordial manner to determine the nature of their business and refer visitors to the appropriate individual(s) or office(s).

• Answers telephones and provides telephone coverage for other FAA Academy office(s) when necessary. The Administrative Assistant must ensure that telephone coverage is maintained. All phone calls received should be referred to the appropriate individual(s) or office(s).

• Creates and receives communications for daily operations. Communications (e.g., memos, letter, reports, etc.) must be accurately prepared, transmitted, and acted upon in a timely manner.

• Prepares, updates, and distributes documentation, including reports, spreadsheets, charts, and other files as appropriate.

• Attends meetings as directed and drafts meeting agendas and records meeting minutes.

• Retrieves, prepares, and disseminates incoming/outgoing mail, packages, and correspondence to appropriate individual(s) and office(s).

• Updates, monitors, and tracks  assigned managers calendars.

• Using the designated government timekeeping system, reviews federal employee time and attendance and labor and distribution report data to ensure accuracy. The Administrative Assistant must notify individuals and managers of discrepancies every pay period.

• Monitors purchasing requests and initiates purchase requests using the designated government procurement management system. The Administrative Assistant must maintain records for all purchases.

• Using the designated government travel application, prepares and submits travel vouchers and travel authorizations for FAA employees.

• Processes key requests, work orders, and space locations in the designated government application(s) as directed or as issues arise. The Administrative Assistant must maintain all the associated records.

• Serves as the primary file custodian. In this role, the Administrative Assistant is responsible for the maintenance of office records, including classifying and filing documents, preparing or revising the Official Files List (OFL), and establishing new files to maintain all office records. Duties may include, but are not limited to, logging, tracking, retrieving files, and scanning. This must be accomplished in accordance with Appendix A.

• Assists with the processing of Privacy Act (PA) and Freedom of Information Act (FOIA) requests, subpoenas, court orders, and legal opinions. Functions to be performed include, but are not limited to, typing, posting funds, monitoring mail controls, delivery, and retrieval of documents.

• Monitors office supply inventory for assigned manager and advises when replenishment is necessary.

EDUCATION / EXPERIENCE

High School diploma or General Education Degree (GED) and a minimum of Six (6) years relevant experience and/or training, or equivalent combination of education / experience.

PHYSICAL DEMANDS

Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.  Exposed to general office noise with computers printers and light traffic.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

EOE including Disability/Vet

CNI offers a comprehensive benefits package that includes:

• Medical
• Dental
• Vision
• 401(k)
• Family Planning/Fertility Assistance
• STD/LTD/Basic Life/AD&D
• Legal-Aid Program
• Employee Assistance Program (EAP)
• Paid Time Off (PTO) – (11) Federal Holidays
• Training and Development Opportunities

Your application submission will be considered for all potential employment opportunities with Chickasaw Nation Industries (CNI).