Secretary II (Ability to Obtain DoD Secret clearance)

AMO, an Akima company, is expecting a contract expansion and a need for additional Secretary II level personnel to work on-site 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.

About the role

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 are present in the environment, requiring working knowledge of certain office software programs.

We are expecting another growth spurt on this new contract within the next 2 months.

Responsibilities

• Perform 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:
  • Answer and screen incoming telephone calls.
  • Receive, greet, and screen visitors.
  • Maintain logs and listings.
  • Schedule appointments and meetings.
  • Support meetings on and off NSWCDD location.
  • Receive, review, type, edit, and process correspondence and documents from rough draft, handwritten, verbal, or email sources.
  • Handle and process documentation, including sorting, routing, tracking, distributing, copying, scanning, faxing, filing, downloading, archiving, shredding, and disposing.
  • Process timecards, training requests, and shipping documents using the Navy ERP system.
  • 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.
  • Coordinate with NSWCDD Public Affairs for all distinguished visitors and designate/reserve parking spaces for VIP visitors.
  • Travel on base for delivery and pick-up of official information (use Government vehicle).
  • Create spreadsheets and PowerPoint presentations.
  • Upload, maintain, and search documents for retention purposes into folders on SharePoint or other identified repositories.
  • Assist Government Staff daily and provide guidance/review work of lower-level secretaries in their absence.
  • Provide clerical support in the absence of Government clerical/secretarial/administrative personnel.
  • Perform maintenance on office equipment (copiers, printers, fax machines, shredders) and call for services when needed; replace printer and plotter supplies.
  • Aid in disposal of excess equipment.
  • Maintain office calendars, key inventory, coordinate plant account inventories, perform muster procedures, and execute new employee onboarding process.
  • Use Government systems, including IBPES, DISS, Navy ERP, DTS, and applications on the NSWCDD Homepage for:
    • Processing Telephone Work Requests, IT MAC requests, visitor clearances, visit requests, overtime, compensatory time requests, property passes, and travel orders.
  • Establish and maintain Standard Operating Procedures (SOPs) for clerical/secretarial duties.
  • Demonstrate a professional demeanor and the ability to communicate effectively both orally and in writing.
• Provide secretarial and administrative support to visually impaired, blind, and other disabled Government personnel, including:
  • Assistance with clerical, secretarial, and administrative tasking.
  • Help completing tasking when accessible software is not available or compatible with current office equipment.
  • Reading aloud documents, reports, mail, and other work-related items, including reading for recording on tape for use by impaired personnel.
  • Describing various illustrative materials such as pictures, charts, drawings, and symbols.
  • Reading and signing hard copy documents.
  • Completing electronic training and timekeeping entry/approval.
  • Data entry into automated business applications tools, including CIPA performance, Personnel Addendum (PA), Honorary Awards, and NSWCDD trackers.
  • Researching creative and innovative technological solutions that lead to greater independence.
  • Guiding employees' hands to appropriate locations on documents or within data systems to sign/approve.
  • Transporting impaired employees to meetings and training events utilizing a Government vehicle.

Requirements

• 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.
  • Multi-task, perform, and communicate professionally, including professional phone etiquette.
  • Support functions for meetings, maintain formal filing systems, scan, fax, answer phones, take messages, manage calendars, and schedule appointments.
• Experience with:
  • 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 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 process can take approximately 2-4 months to obtain. This position is contingent upon contract award and funding. Applicants selected may be offered the position but cannot begin work until funding has been confirmed.

Pay

$22.27 per hour, plus $5.09 per hour Health & Welfare.

Benefits

• The company offers a comprehensive benefits program, including:
  • Medical, dental, and vision insurance.
  • Life insurance.
  • 401(k) and a range of other voluntary benefits.
• Vacation, holiday, and sick leave as defined under the DOL's Wage Determination.