Administrative Assistant I

Administrative Assistant I Zolon TTS, LLC is the prime contractor supporting the Naval Undersea Warfare Center Division Newport (NUWCDIVNPT), Ranges, Engineering and Analysis Department (Code 70), delivering full-spectrum undersea test and evaluation (T&E) and fleet training capabilities across a portfolio of programs and service cost centers. Code 70 also operates detachments worldwide. Zolon is seeking an Administrative Assistant I to provide business services in the areas of program management, financial management, and office management in support of Code 70's mission. Job Responsibilities: Provide administrative and office management support to Code 70 personnel in accordance with established procedures and Government guidance. Answer and route incoming telephone calls, take messages, and direct callers to the appropriate Government personnel or voicemail systems. Greet visitors, determine the purpose of their visit, direct them to the appropriate offices, and maintain visitor sign-in logs. Assist with maintaining and updating personnel-related administrative tools including muster lists, recall lists, Microsoft Teams directories, and other personnel tracking resources based on Government Furnished Information (GFI). Prepare, edit, format, proofread, and distribute documents, correspondence, reports, and presentations using Government-provided information and templates. Copy, scan, collate, assemble, and bind documentation for meetings, briefings, training sessions, and presentations as requested. Assist in compiling departmental highlights and formatting reports for distribution to Code 70 leadership and staff. Maintain and organize electronic and physical records in Government-provided records management systems in accordance with established policies. Monitor office equipment supplies such as paper and toner for printers, copiers, and fax machines, and notify the Government point of contact when replenishment or maintenance is required. Conduct routine inventory of office supplies and provide recommended replenishment lists to the Government point of contact. Sort and distribute incoming mail and prepare outgoing mail and packages for internal and external delivery. Assist with preparing mailing documentation, shipping labels, forwarding letters, and related administrative forms. Maintain logs and assist with the handling and delivery of classified documents in accordance with established security procedures. Assist with preparing travel orders, vouchers, and training requests within the Defense Travel System (DTS) based on Government requests. Track submitted travel documentation and notify appropriate personnel regarding pending approvals or urgent travel requests. Enter visit requests into the Defense Information System for Security (DISS) and coordinate confirmation with receiving organizations. Review timekeeping reports to verify timecard submissions and notify employees and supervisors of discrepancies as directed. Assist in maintaining departmental calendars by compiling Government employee leave and Temporary Duty (TDY) schedules. Prepare and distribute meeting agendas and assist with compiling presentation materials for department and program meetings. Support the preparation and formatting of program briefings, highlights, graphics, charts, and reports for leadership review. Provide administrative support to Code 70 project planning activities, including data entry, document preparation, and compilation of information in response to project data calls and requests for information provided as Government Furnished Information (GFI). Required Qualifications: Associate's degree in business administration, Office Management, Administrative Support, or a related field. Minimum three (3) years of experience in office management or administrative support, including managing multiple concurrent priorities in a fast-paced office environment. Minimum five(5) years of experience in supporting large organizations with 60+ personnel preferred. Demonstrated experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) for document preparation, correspondence, and reporting. Experience maintaining records management systems and administrative databases. Familiarity with Defense Travel System (DTS), Defense Information System for Security (DISS), and ERP/Fiori timekeeping systems preferred. Demonstrated experience performing document preparation, editing, formatting, and administrative coordination. Experience working within a Department of Defense (DoD) or government environment preferred. Location: Newport, RI, or West Palm Beach, FL Clearance: SECRET Clearance Zolon Tech