Administrative Support Assistant

Western Door Federal is part of the Seneca Nation Group (SNG) portfolio of companies. SNG is Seneca Holdings’ federal government contracting business that meets mission-critical needs of federal civilian, defense, and intelligence community customers. Our portfolio comprises multiple subsidiaries that participate in the Small Business Administration 8(a) program. To learn more about SNG, visit the website and follow us on LinkedIn.

Our team of talented individuals is what makes us successful. To support our team, we provide a balanced mix of benefits and programs. Your total rewards package includes competitive pay, benefits, and perks, flexible work-life balance, professional development opportunities, and performance and recognition programs. We offer a comprehensive benefits package that includes medical, dental, vision, life, and disability, voluntary benefit programs (critical illness, hospital, and accident), health savings and flexible spending accounts, and retirement 401K plan. One of our fundamental principles is to offer competitive health and welfare benefits to our team members, providing coverage and care for you and your family. Full-time employees working at least 30 hours a week on a regular basis are eligible to participate in our benefits and paid leave programs.  We pride ourselves on our collaborative work environment and culture, which embraces our mission of providing financial and non-financial benefits back to the members of the Seneca Nation.

The Administrative Support Assistant provides essential program administration, reporting, and documentation support for chaplain-led events under the U.S. Army Chief of Chaplains’ Building Strong & Ready Teams (BSRT) / Strong Bonds Program. This role ensures accurate processing of event requests, financial reconciliation, compliance tracking, and delivery of required reports to the Government. The Administrative Support Specialist works closely with event managers, program administrators, and the Contracting Officer’s Representative (COR) to ensure mission success and contract compliance. 

Key Duties & Responsibilities 

• Process event requests and attendee registrations.
• Track and maintain all administrative documentation for each event, including childcare compliance, vendor contracts, and participant rosters.
• Submit Receipts of Services (ROS) with itemized costs (childcare, food, lodging, transportation, etc.) within 30 days of event completion.
• Prepare and submit Monthly Execution Reports by the 5th business day each month, detailing event status, costs, and budget tracking.
• Prepare and submit Quarterly Close-Out Reports within 60 days of quarter close, including budgets, invoicing, and compliance notes.
• Assist in compiling Contractor Manpower Reporting (CMR) annually via the Army’s secure reporting system.
• Support invoice preparation, ensuring documentation includes signed ROS, vendor invoices, and supporting records.
• Monitor compliance with event budgets and flag potential overages for COR approval.
• Assist in reconciliation of invoices to ensure less than 1% resubmission due to errors.
• Provide on-site administrative assistance during Specialized LSP events, including registration, information station management, material distribution, and attendance tracking.
• Prepare nametags, table tents, agendas, and certificates for event participants.
• Deliver contractor roles and responsibilities briefings to participants as required. 
  

Required Qualifications 

Education & Experience 

• Associate’s degree in Business Administration, Event Management, or related field (Bachelor’s preferred). 
• Active Secret Clearance required.
• Minimum 2 years of administrative or program support experience, ideally with federal government contracts.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for reporting, communication, and data management. 

Skills & Competencies 

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Detail-oriented with proven record of accurate financial and reporting support.
• Ability to work independently and as part of a dispersed team. 

Professional Standards 

• Maintain confidentiality of sensitive or classified information.
• Present a professional appearance and adhere to Army standards of conduct. 
• Complete required Army AT/OPSEC and IT security training within 30 days of contract start date and annually thereafter
• Travel to event locations (domestic and OCONUS) as required for on-site support.
  • Active passport is required.