On-Call / Intermittent Secretary II with Security Clearance

About the role

Supports the administrative needs of Government staff and assists with various clerical tasks.

Responsibilities

• Answer and screen incoming telephone calls.
• Receive, greet, and screen visitors.
• Maintain logs, listings, office files, records, and tracking documents.
• Schedule appointments, meetings, conference rooms, and other office activities.
• Support meetings on and off NSWCDD locations.
• Receive, review, type, edit, and process correspondence and documents.
• Prepare correspondence and documents from rough draft, handwritten notes, verbal direction, or email.
• Sort, route, track, distribute, copy, scan, fax, file, download, archive, shred, and dispose of documentation.
• Process timecards, training requests, and shipping documents using Navy ERP or other Government systems.
• Establish, maintain, and update office filing in accordance with NSWCDD Records Management policies.
• Receive, coordinate, and act on data calls.
• Maintain and replace inventory of office supplies.
• Clock in and out for Government staff.
• Designate and reserve parking spaces for VIP visitors.
• Travel on base for delivery and pick-up of official information using a Government vehicle.
• Create spreadsheets and PowerPoint presentations.
• Upload, maintain, and search documents for retention purposes in SharePoint or other identified repositories.
• Assist Government staff with daily administrative requirements.
• Provide guidance and review work of lower-level secretarial staff in the absence of a Government or Contractor senior-level secretary.
• Perform basic maintenance on office equipment and call for service when needed.
• Replace printer, plotter, copier, fax, and shredder supplies as needed.
• Avoid performing clerical tasks for visually impaired, blind, or other disabled Government personnel.
• Assist in the disposal of excess equipment.
• Maintain office calendars and key inventories.
• Coordinate plant account inventories.
• Perform muster procedures.
• Support new employee onboarding processes.
• Use Government systems and applications such as IBPES, DISS, Navy ERP, DTS, NSWCDD homepage applications, and other required tools.
• Process Telephone Work Requests, IT MAC requests, visitor clearances, visit requests, overtime requests, compensatory time requests, property passes, and travel orders.
• Establish and maintain Standard Operating Procedures for clerical and secretarial duties.
• Demonstrate a professional demeanor and communicate effectively both orally and in writing.

Qualifications

• Must be a U.S. 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, preferably at the Branch level and in support of Government leadership and military personnel.
• Proficiency in Microsoft Windows, Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access, and Adobe.
• Ability to type 40 words per minute.
• Demonstrated ability to work independently and communicate effectively both orally and in writing.
• Demonstrated ability to multi-task, perform professionally, and communicate clearly, including proper phone etiquette.
• Demonstrated proficiency with meeting support, formal filing systems, scanning, faxing, answering phones, taking messages, managing calendars, and scheduling appointments.
• Ability to adapt quickly to new office environments, changing priorities, and varying customer support requirements.
• Ability to provide professional support across multiple offices or organizations as on-call/intermittent assignments require.

Preferred Experience

• Taking notes and converting them 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 storing classified or sensitive materials, including Personally Identifiable Information.
• Maintaining inventory of office supplies and ordering new supplies.

Clearance Processing

• Candidates must be U.S. Citizens willing and able to be processed for a government security clearance.
• Clearance processing may take approximately two to four months to complete.
• Preference will be given to candidates already possessing active Secret clearances.