DBIDS Administrative Assistant

Position Summary

The Administrative Assistant (DBIDS Processing) is responsible for coordinating, processing, and tracking all Defense Biometric Identification System (DBIDS) access requirements for employees requiring base entry. This role ensures timely, accurate, and compliant submission of DBIDS applications while serving as the liaison between employees, management, and military access control offices.

This position plays a critical role in maintaining workforce readiness by ensuring employees have proper authorization to access job sites on military installations.

Key Responsibilities

DBIDS Processing & Coordination

• Prepare, review, and submit DBIDS applications for new hires, transfers, and renewals
• Ensure all required documentation is complete, accurate, and compliant with military installation requirements
• Coordinate DBIDS appointments with Visitor Control Centers (VCC) and military bases
• Track application status and maintain a real-time DBIDS log for all employees
• Follow up on pending, denied, or delayed applications

Employee & Manager Support

• Communicate DBIDS requirements, timelines, and instructions to employees and supervisors
• Schedule and coordinate employee visits to VCC for processing
• Provide guidance on required identification and documentation
• Troubleshoot access issues and escalate when necessary

Compliance & Documentation

• Maintain organized and confidential DBIDS records in accordance with company policy
• Ensure compliance with military base security protocols and company procedures
• Monitor expiration dates and proactively coordinate renewals
• Audit DBIDS records regularly for accuracy and completeness

Coordination & Liaison Duties

• Serve as the primary point of contact between the company and DBIDS/VCC offices
• Coordinate with HR, Operations, and Office Management for onboarding and workforce planning
• Support site access planning for projects requiring base entry

Administrative Support

• Maintain tracking spreadsheets and reporting dashboards (e.g., DBIDS status, expirations, approvals)
• Assist with onboarding logistics related to base access
• Support additional administrative tasks as assigned

Qualifications

Education & Experience

• High School Diploma or equivalent required
• Associate’s Degree in Business Administration or related field preferred
• Minimum 1–2 years of administrative experience (HR or compliance-related experience preferred)

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy
• Ability to manage high-volume, time-sensitive processes
• Excellent organizational and tracking skills
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office (Excel, Outlook, Word) and/or HRIS systems (e.g., ADP preferred)
• Ability to work in a fast-paced, compliance-driven environment

Preferred Qualifications

• Experience with DBIDS, military base access processing, or federal contracting environment
• Familiarity with NAVFAC or Department of Defense access requirements
• Experience coordinating with government agencies or security offices

Working Conditions

• Office-based with frequent coordination with field employees and job sites
• May require occasional travel to Visitor Control Centers (VCC)
• Fast-paced environment with strict deadlines tied to project readiness

Position Type/Expected Hours of Work 

This is a full-time, non-exempt hourly position. Hours of Operation are Monday through Friday, 8:30 a.m. to 5 p.m. with every other Saturday, 8:30 a.m. to 1:30 p.m.   

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.