Secretary II (Ability to Obtain DoD Secret clearance)

Secretary II Position

AMO, an Akima company, is expecting a contract expansion and a need for additional Secretary II level personnel to work in Dahlgren, VA. You will provide principal secretarial support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary II 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. To join our team of outstanding professionals, apply today! Timeline: We are expecting another growth spurt on this new contract within the next 2 months.

Responsibilities

Performing 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.
• Handling and process documentation.
• Sorting, 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.
• Maintaining and replacing inventory of office supplies.
• Coordinate with NSWCDD Public Affairs for all distinguished visitors.
• Designate and reserve parking spaces for VIP visitors.
• Travel on base for delivery and pick-up of official information (use Government vehicle).
• Create 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.
• 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.
• Copies, printers, fax machines, shredders.
• Aid in disposal of excess equipment.
• Maintain 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 symbols.
• Reading and signing hard copy documents.
• Completing 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.
• Guiding 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

• Must be a US Citizen able to obtain and maintain a government DoD Secret clearance.
• Two (2) years of work-related experience creating and maintaining documentation and data management systems.
• Experience providing general administrative support in all facets of clerical administration at the Branch level working with government leadership and military personnel.
• Proficiency in Microsoft Windows & Office (Word, Excel, PowerPoint, Outlook and Access) & Adobe.
• Able to type 40 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 a calendar, and scheduling appointments.
• Experience with:
• taking notes and converting into formal meeting minutes.
• editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government or business formats.
• receiving and greeting visitors professionally.
• handling and storage of classified or sensitive (i.e., Personally Identifiable Information (PII)) materials.
• maintaining inventory of office supplies and ordering new supplies.

Clearance Processing:

• We are looking for US citizens willing to be processed for a government clearance. This can take approximately 2-4 months to obtain.

This position is contingent upon contract award and funding. Applicants selected may be hired but cannot begin work until funding has been confirmed.