Administrative Assistant

Job Description

Job Description

Position Overview

RMGS, Inc. is currently recruiting for an Administrative Assistant in Stennis, MS.

Roles and Responsibilities

• Act as a liaison between the Administrator and internal and external customers; identify callers, their affiliations, and the nature of their calls, personally handling administrative and general inquiries or referring callers to the appropriate office.
• Maintain the Administrator’s calendar and resolve scheduling conflicts.
• Arrange meetings, including scheduling, facilities, attendance, and equipment requirements.
• Prepare a variety of administrative documents using word processing, spreadsheet, and database applications.
• Edit and reformat electronic documents and transmit and receive correspondence electronically while ensuring grammatical accuracy and compliance with established formats.
• Receive and process incoming correspondence; determine appropriate routing and forward correspondence to staff for proposed action as required.
• Prepare letters of acknowledgement and routine correspondence in accordance with established office standards.
• Review, edit, and screen incoming correspondence to determine required action, establish suspense dates, and draft responses as appropriate.
• Proofread outgoing official correspondence for proper format, grammar, accuracy, and completeness prior to final preparation.
• Compile, print, and distribute weekly action correspondence reports to Division Heads identifying overdue correspondence, current actions, and correspondence due within the following week.
• Control and monitor certified and registered mail, including correspondence and material classified as SECRET.
• Maintain accurate activity files for incoming and outgoing correspondence.
• Prepare and type letters, reports, memoranda, and other official documents using word processing software.
• Maintain and enter data into Enlisted Service Records.
• Process personnel gains to new commands, personnel transfers, and requirements associated with retirement and Fleet Reserve processing.
• Prepare and process all types of personnel separations.
• Provide enlisted personnel with information and counseling regarding Navy occupations, educational opportunities, job training, promotion requirements, and applicable rights and benefits.
• Assist enlisted personnel and their families with special problems and personal hardships, referring matters to appropriate resources when necessary.
• Administer advancement examinations, order examination materials, and process examination returns.
• Prepare official correspondence, reports, and other administrative documents.
• Maintain payroll and accounting databases used for the disbursement and collection of government funds.
• Perform travel claim accounting and prepare associated financial reports.
• Provide Navy personnel with information regarding pay and entitlements.
• Maintain accurate and confidential personnel, correspondence, financial, and administrative records in accordance with applicable policies and procedures.
• Perform other administrative duties as assigned in support of command and contractual requirements.

Required Qualifications and Experience

• Minimum two years of experience providing administrative assistance or performing comparable administrative support duties.
• Ability to type at least 40 words per minute.
• Ability to obtain and maintain a valid state driver’s license.
• Ability to obtain and maintain a Secret security clearance.
• Strong written and verbal English communication skills.
• Ability to prepare professional correspondence, reports, memoranda, and other official documents.
• Proficiency with Microsoft Windows and Microsoft Office applications, including word processing, spreadsheets, and databases.
• Strong organizational skills with the ability to manage multiple priorities, meet suspense dates, and maintain accurate records.
• Ability to handle sensitive and classified information with discretion and in accordance with applicable security requirements.
• Ability to work independently and exercise sound judgment when determining appropriate administrative actions and routing of correspondence.
• Strong attention to detail, including the ability to proofread documents for grammar, formatting, accuracy, and completeness.
• Strong interpersonal and customer service skills with the ability to communicate effectively with military personnel, government officials, staff, and external customers.
• Ability to maintain professional conduct and comply with applicable federal, state, local, military, security, and contractual requirements.
• Ability to comply with all applicable cybersecurity and information technology policies and procedures.

Company Overview

RMGS, Inc. is a growing small business headquartered in Virginia Beach, Virginia. We provide security-related training and advisory services to the U.S. Government, allied nations, and private industry. We are an equal opportunity employer. RMGS, Inc. does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, political affiliation, parental status, age, veteran status, medical condition or disability, genetic information, or any other protected status under federal, state, or local law.

Company Benefits

RMGS, Inc. offers the following benefits as applicable:

• Medical, dental, and vision insurance and/or TRICARE supplemental insurance
• Short- and long-term disability insurance
• Accidental death and dismemberment insurance
• Group and supplemental group life insurance
• Supplemental insurance
• 401(k)
• Workers’ compensation
• Direct deposit