Protect our Land, Ascend with Us!

ASCENSION is seeking an experienced Administrative Support Specialist to provide onsite operational, administrative, property accountability, acquisition, records management, and executive office support to the Office of Military Commissions at Naval Station Guantanamo Bay, Cuba.

This is not a conventional clerical administrative assistant position. The successful candidate will work in a secure, mission-driven Department of Defense environment where administrative accuracy, responsiveness, discretion, accountability, and continuity directly support OMC operations. The individual will coordinate and track operational actions, prepare and quality-check official correspondence, maintain records and calendars, coordinate meetings and visitors, support Government purchasing and acquisition activities, maintain accountability for Government property, conduct inventories, and help ensure the office has accurate information needed to execute its mission.

ASCENSION is seeking someone who is highly organized, detail-oriented, dependable, self-directed, and comfortable working in a structured military environment. The ideal candidate knows how to identify what needs to be done before being asked, follow actions through completion, maintain accurate documentation, handle competing priorities without losing visibility of deadlines, and communicate professionally with military personnel, Government civilians, contractors, visitors, and external stakeholders.

Because this position supports OMC operations at NSGB, the candidate must also be comfortable working with sensitive and classified information, adhering rigorously to security procedures, and maintaining the discretion expected of personnel holding a TS/SCI clearance. Task Area 1 specifically requires personnel to possess and maintain a Top Secret clearance with SCI eligibility.

Summary of the Contractor Role

The Administrative Support Specialist serves as an onsite operational support resource responsible for keeping administrative workflows, office actions, records, schedules, acquisitions, property accountability, and mission-support activities moving accurately and on time.

A central responsibility will be maintaining visibility over Government “taskers,” requests, work orders, correspondence, meetings, property, and administrative actions. The PWS specifically requires the position to help assign, distribute, coordinate, and track taskers and prepare daily status information. The specialist will also prepare official letters, reports, rosters and spreadsheets; manage correspondence and records; maintain calendars; coordinate meetings; document meeting outcomes; process administrative and acquisition packages; and support asset and inventory management.

The position therefore requires more than proficiency with Microsoft Office. The candidate must understand how to establish reliable tracking mechanisms, maintain audit-ready documentation, organize shared information, control administrative workflows, identify overdue or incomplete actions, communicate status to responsible stakeholders, and protect sensitive Government information.

The PWS also requires experience with, or the ability to complete Government-provided training for, the General Fund Enterprise Business System (GFEBS) and Defense Property Accountability System (DPAS). Training must be successfully completed within two months after requested by the Government when necessary.

What You Will Do

The Administrative Support Specialist is expected to:

• Coordinate the assignment, distribution, routing, tracking, and completion of Government taskers and maintain accurate status information on open actions.
• Prepare daily status reports identifying task status, responsible parties, pending activities, deadlines, and actions requiring follow-up.
• Submit and track service requests, trouble tickets, work orders, and other operational support requests through completion.
• Prepare official letters, memoranda, reports, rosters, spreadsheets, administrative forms, and other Government correspondence.
• Review correspondence and administrative products for format, grammar, spelling, accuracy, completeness, coordination, and compliance with applicable Government guidance.
• Maintain electronic and hard-copy office files, records, shared-drive information, security containers, and administrative repositories in accordance with applicable DoD and agency records-management requirements.
• Organize and maintain office calendars, appointments, meetings, deadlines, conferences, and recurring administrative requirements.
• Coordinate meetings and events, including scheduling, participant coordination, room or resource requirements, agendas, supporting materials, and logistical arrangements.
• Document meeting discussions, decisions, action items, responsible parties, and due dates and prepare accurate meeting summaries or minutes for distribution.
• Receive telephone calls and provide professional frontline administrative support to OMC personnel and stakeholders.
• Greet and escort authorized visitors, including victims and family members, non-governmental organizations, media representatives, witnesses, panel members, and other authorized personnel in accordance with established access and security procedures.
• Transport and distribute official mail, correspondence, administrative documents, and other authorized materials.
• Prepare acquisition-related administrative packages for Government review and submission, including Government Purchase Card requests, Military Interdepartmental Purchase Requests, and contract-related documentation.
• Conduct acquisition-related market research and compile supporting information necessary for Government purchasing activities.
• Use Microsoft Word, Excel, PowerPoint, Outlook, Teams, and other Microsoft Office/Microsoft 365 applications to produce correspondence, reports, trackers, presentations, schedules, and administrative records.
• Access and maintain information on authorized shared drives and Government information systems required to perform assigned duties.
• Use GFEBS and DPAS to support financial, acquisition, property, or accountability activities when required.
• Complete Government-provided GFEBS and DPAS training within required timelines if prior system experience is not available.
• Maintain accountability for OMC Government equipment recorded on the Property Book.
• Perform recurring and Government-directed inventories of equipment, assets, property, and consumable items.
• Maintain accurate asset and inventory registers reflecting relevant information such as acquisition dates, receipt records, stock levels, and maintenance history.
• Track asset status, equipment maintenance requirements, stock levels, replenishment requirements, and related property-management actions.
• Coordinate with logistics personnel regarding equipment tagging, receipt, distribution, accountability, and inventory control.
• Perform monthly asset and consumable inventories, including inventory activities conducted in warehouse environments where personal protective equipment may be required.
• Reconcile inventory records against physical assets and identify discrepancies requiring investigation or corrective action.
• Safeguard Government equipment, information, files, keys, access credentials, and other Government property.
• Support office configuration and logistics activities, including movement of small, lightweight furniture or administrative items when required.
• Identify incomplete, late, conflicting, or potentially problematic administrative actions and elevate them before they affect mission schedules.
• Coordinate with military personnel, Government civilians, contractors, logistics personnel, administrative offices, and other stakeholders to resolve routine administrative and operational issues.
• Protect classified, sensitive, Privacy Act, and Government information in accordance with applicable security requirements.
• Maintain professional discretion when interacting with witnesses, victims and family members, media representatives, NGOs, and other individuals associated with military commission activities.
• Perform additional administrative and escort-support responsibilities identified under the PWS when mission requirements require cross-functional assistance.