Secretary (Full-Time)

Secretary Position

Akima Facilities Operations AFO is looking for a secretary to work in Casper, WY. 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.

To join our team of outstanding professionals, apply today!

Responsibilities

The secretary handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals.

• Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name.
• Schedule tentative appointments without prior clearance.
• Make arrangements for conferences and meetings and assemble established background materials as directed.
• May attend meetings and record and report on the proceedings.
• Review outgoing materials and correspondence for internal consistency and conformance with procedures; assure that proper clearances have been obtained, when needed.
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff.
• Explain to subordinate staff supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
• Uses WAPA's existing systems and software (e.g., Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including timekeeping, financial, procurement, and travel.
• Prepare in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents.
• The nature of the task may range from routine business projects to highly technical engineering documents.
• Ensure all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing.
• Process outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
• Provide miscellaneous data entry and electronic file support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance.
• Data entry shall be completed in WAPA's Financial Information Management System (FIMS), Strategic Integrated Procurement Enterprise System (STRIPES), Automated Time Attendance and Production System (ATAAPS), and other required programs.
• Make travel arrangements considering regulations, routes, cost containment, availability, and conveyance.
• Complete travel forms and/or enter in electronic travel system Concur.
• Notify personnel of travel arrangements.
• Plan itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
• Process invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forward to the appropriate personnel for verification and receipt of supplies and services.
• Contact vendors on invoice discrepancies, and payment issues.
• Complete monthly reconciling of credit card statements. Input accruals or provide information for end of period and fiscal year end.
• File and or scan documents, correspondence, and forms. Update and organize existing files. Close out files and contracts for storage.
• Assist with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers' Compensation, drug testing program, employee physicals, and other as requested.
• Other duties as assigned supervisor in line with position and WAPA department.

Qualifications

• High School Diploma/GED.
• Current, valid Driver's License.
• Minimum 3 years of work experience using MS Suite (Word, Excel, PowerPoint).
• Minimum 3 years of work experience arranging meetings, booking appointments, arranging business travel, and preparing correspondence.
• Data entry experience to include purchase requisitions, purchase orders, reimbursements.
• Able to obtain WAPA Suitability Clearance.

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

Company Description

Work Where it Matters

Akima Facilities Operations (AFO), an Akima company, is not just another federal facilities contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At AFO, the work you do every day makes a difference in the lives of our 15,000 Iupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders, AFO provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

For our government customers, AFO sustains mission readiness and ensures quality of life by maintaining high value assets and operations at peak performance and successfully manages these operations through accurately forecasting, managing, and aggressively controlling costs.

As an AFO employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.