Administrative Assistant (Base Access)

Summary/Objective

We are currently looking for an exceptionally organized and detail-oriented Administrative Assistant to manage DBIDS (Defense Biometric Identification System) for our employees. . The ideal candidate will have a passion for process improvement and possess strong communication skills, thrive under pressure, and prioritize attention to detail above all else.

Key Responsibilities

• Process DBIDS applications for employees, ensuring all paperwork is completed accurately and in a timely manner.
• Receive and verify new hire base access paperwork from Human Resources.
• Submit the documents and paperwork to the base sponsor for signature prior to their submission to VCC.
• Schedule appointments and submit base access applications to Andersen Air Force Base (AAFB) and Naval Base Guam (NBG) for approval and pickup.
• Ensure timely notification to supervisors and employee of scheduled base pass appointments, Pick up and follow-up as necessary.
• Maintain and track validity of employee credentials (example: expiration dates on their identification) to prevent operational disruptions.
• Initiate the renewal process for DBIDS proactively, commencing 60 days prior to its expiration date.
• Handle communication and follow-through on Directors' requests across various forms of communication, ensuring timely and accurate completion.
• Provide regular updates on data processing and status to manager.
• Manage and organize corporate documents and files, ensuring confidentiality and security.
• Coordinate and maintain WhatsApp chat groups, ensuring important documents and messages are archived properly.
• Promptly update the HR base admin tracker for efficient reference and follow-up.
• Analyze and recommend improvements to internal processes and policies to enhance operational efficiency.
• Perform other related duties as assigned.

Key Competencies & Requirements:

• Detail-oriented with strong organizational skills – high organization skills with an emphasis on process improvement to manage multiple tasks, schedules and priorities efficiently.
• Strong communication skills – Must have ability to demonstrate strong written and verbal communication skills essential for interacting with colleagues, clients and all partners professionally and effectively.
• Attention to detail – Accuracy is crucial in administrative tasks such as data entry, document preparation and scheduling. The ideal candidate must pay close attention to detail ensure quality work.
• Advanced Excel proficiency – Proficiency is required in using office software (Microsoft Office Suites, Google Drive, Google Platform and other business software)
• Ethical conduct
• Flexibility & initiative – There may be times when priorities change and unexpected challenges may arise unexpectedly. The idea candidate would be able to pivot and shift priority based on business needs.
• Exceptional organization & time management
• Problem solving skills – The ability to identify issues, analyze options and implement solutions
• Thrives in fast-paced environments
• Multitasking capability
• Collaborative across departments
• Minimum 3 years high-level administrative experience
• Bachelor’s degree in Business Administration or related field preferred
• Valid Guam driver's license required

• This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Frequent travel between job sites and to the various VCC locations will also be required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential func6ons of this job. While perfom1ing the duties of this job, the employee is regularly required to talk or listen. The- employee is frequently required to stand, walk; use hands to finger, handle or fee1; and reach with hands and arms.

Position Type /expected Hours of Work

This is a full-time, hourly position. Hours of Operation are Monday through Friday, 8:30 a.m. to 5:30

Travel

No travel is expected for this position.

As per Executive Order 11246 Section 503, & VEVRAA: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.