Secretary III

at  Akima LLC

Overview:
This position provides principal secretarial support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs

Responsibilities:

• Perform general secretarial and clerical duties necessary to meet the needs of the Branch, Division, Department or Program Office in support of Government office procedures, including the following:
• Answer and screen incoming telephone calls.
• Receive, greet, and screen visitors.
• Maintain logs and listings.
• Schedule appointments/meetings.
• Support meetings on and off NSWCDD location.
• Receive, review, type, edit and process correspondence and documents.
• Receptive to receiving correspondence and docs for preparation as rough draft, handwritten, verbal or via email.
• Handle and process documentation Sort, route, track, distribute, copy, scan, fax, file, download, archive, shred and dispose.
• Processing timecards, training requests and shipping documents using Navy ERP system.
• Establish, maintain and update office filing in accordance with NSWCDD Records Management policies.
• Receiving, coordinating and act on data calls.
• Maintain and replace inventory of office supplies.
• Coordinate with NSWCDD Public Affairs for all distinguished visitors.
• Designate and reserve parking spaces for VIP visitors
• Traveling on base for delivery and pick-up of official information (use Government vehicle).
• Creating spreadsheets and power point presentations.
• Upload, maintain & search documents for retention purposes into folders on SharePoint or other identified repositories.
• Assisting Government Staff daily. Provide guidance and review work of lower-level secretary in absence of Government or Contractor senior level secretary.
• Providing clerical support in absence of Government clerical/secretarial/administrative personnel.
• Perform maintenance on office equipment and call for services when needed. Replace printer and plotter supplies as needed.
• Copiers, printers, fax machines, shredders.
• Aid in disposal of excess equipment
• Maintaining office calendars, key inventory, coordinate plant account inventories, perform muster procedures, execute new employee onboarding process, Use Government systems, IBPES, DISS, Navy ERP, DTS and applications on NSWCDD Homepage.For processing of Telephone Work Request, IT MAC request, visitor clearances, visit request, overtime, compensatory time request, property passes, travel orders.
• Establish and maintain Standard Operating Procedures (SOP’s) for clerical/secretarial duties.
• Demonstrate a professional demeanor and the ability to communicate effectively both orally and in writing.
• Secretarial and Administrative Support will assist visually impaired, blind, and other disabled Government personnel with:
• Clerical, secretarial, and administrative tasking
• Assistance in completing tasking when accessible software is not available or compatible to current office equipment
• Reading aloud documents, reports, mail, and other work-related items including reading for recording on tape for use by impaired personnel.
• Describe various illustrative materials such as pictures, charts, drawings, and symbolsAssist with:
• Reading and signing hard copy documents
• Completion of electronic training
• Timekeeping entry and approval
• Data entry into automated business applications tools to include CIPA performance, Personnel Addendum (PA), Honorary Awards, NSWCDD trackers
• Research of creative and innovative technological solutions that lead to greater independence.
• Guide employees’ hand to appropriate location on documents to sign/approve or within data systems to electronically sign/approve.
• Transport impaired employee to meetings and training events utilizing Government Vehicle

Qualifications:

• Candidates must be able to obtain a DoD Interim Secret clearance for consideration, an active Secret clearance is highly preferred.
• Four (4) years of experience creating and maintaining documentation and data management systems, two years of which involved Federal Government programs.
• Experience providing mid-executive level (such as O-6 military, GS-15 civilian or below), and general administrative support in all facets of administration.
• Proficient in Microsoft Windows & Office (Word, Excel, PowerPoint, Outlook and Access) & Adobe.Ability to type 60 words per minute.
• Demonstrated ability (through experience) to work independently and communicate effectively both orally and through formal reports.
• Demonstrated ability (through experience) to multi-task, perform, and communicate professionally, including professional phone etiquette.
• Demonstrated proficiency with support functions for meetings, maintaining formal filing systems, scanning, faxing, answering phones and taking messages, managing multiple calendars, and scheduling appointments.
• Experience taking notes and converting into formal meeting minutes.
• Experience editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government formats.
• Experience with receiving and greeting visitors professionally.
• Experience in the handling and storage of classified or sensitive (i.e., Personally Identifiable Information (PII)) materials.
• Experience providing daily oversight and direction to support teams.
• Experience training/mentoring subordinate personnel on policies and other duties.
• Experience in team building and conflict resolution.

• Perform general secretarial and clerical duties necessary to meet the needs of the Branch, Division, Department or Program Office in support of Government office procedures, including the following:
• Answer and screen incoming telephone calls.
• Receive, greet, and screen visitors.
• Maintain logs and listings.
• Schedule appointments/meetings.
• Support meetings on and off NSWCDD location.
• Receive, review, type, edit and process correspondence and documents.
• Receptive to receiving correspondence and docs for preparation as rough draft, handwritten, verbal or via email.
• Handle and process documentation Sort, route, track, distribute, copy, scan, fax, file, download, archive, shred and dispose.
• Processing timecards, training requests and shipping documents using Navy ERP system.
• Establish, maintain and update office filing in accordance with NSWCDD Records Management policies.
• Receiving, coordinating and act on data calls.
• Maintain and replace inventory of office supplies.
• Coordinate with NSWCDD Public Affairs for all distinguished visitors.
• Designate and reserve parking spaces for VIP visitors
• Traveling on base for delivery and pick-up of official information (use Government vehicle).
• Creating spreadsheets and power point presentations.
• Upload, maintain & search documents for retention purposes into folders on SharePoint or other identified repositories.
• Assisting Government Staff daily. Provide guidance and review work of lower-level secretary in absence of Government or Contractor senior level secretary.
• Providing clerical support in absence of Government clerical/secretarial/administrative personnel.
• Perform maintenance on office equipment and call for services when needed. Replace printer and plotter supplies as needed.
• Copiers, printers, fax machines, shredders.
• Aid in disposal of excess equipment
• Maintaining office calendars, key inventory, coordinate plant account inventories, perform muster procedures, execute new employee onboarding process, Use Government systems, IBPES, DISS, Navy ERP, DTS and applications on NSWCDD Homepage.For processing of Telephone Work Request, IT MAC request, visitor clearances, visit request, overtime, compensatory time request, property passes, travel orders.
• Establish and maintain Standard Operating Procedures (SOP’s) for clerical/secretarial duties.
• Demonstrate a professional demeanor and the ability to communicate effectively both orally and in writing.
• Secretarial and Administrative Support will assist visually impaired, blind, and other disabled Government personnel with:
• Clerical, secretarial, and administrative tasking
• Assistance in completing tasking when accessible software is not available or compatible to current office equipment
• Reading aloud documents, reports, mail, and other work-related items including reading for recording on tape for use by impaired personnel.
• Describe various illustrative materials such as pictures, charts, drawings, and symbolsAssist with:
• Reading and signing hard copy documents
• Completion of electronic training
• Timekeeping entry and approval
• Data entry into automated business applications tools to include CIPA performance, Personnel Addendum (PA), Honorary Awards, NSWCDD trackers
• Research of creative and innovative technological solutions that lead to greater independence.
• Guide employees’ hand to appropriate location on documents to sign/approve or within data systems to electronically sign/approve.
• Transport impaired employee to meetings and training events utilizing Government Vehicl