Secretary II

About the Role

Primary responsibility is providing administrative and secretarial support to the daily operations of the department. Secondarily provides backup support to the Production Control Clerk.

Responsibilities

• Provide reception services and greet visitors
• Assist Project Manager with administrative support
• Maintain employee records and upload documentation into UltiPro
• Maintain safety files with electronic tracking of training and certifications
• Upload licenses and certifications on site and electronically
• Take meeting minutes and transcribe for distribution as required
• Prepare and provide required reports to the government in accordance with Statement of Work deliverables
• Update unions with monthly changes, additions, and performances
• Process invoices through Company’s accounts payable system
• Assist vendors with questions regarding information on invoices, documents, and payments
• Schedule interviews and provide management with necessary paperwork
• Process background checks and pre-employment, and post-accident drug screens
• Onboard new employees and verify identification documents for I-9’s in UltiPro
• Assist new hires with the Onboarding process
• Prepare termination paperwork for Project Manager review and update UltiPro
• Track employee performance (reprimands, written warnings, counseling, note to file)
• Perform data entry in UltiPro, DMLSS, Computerized Maintenance Management Software (CMMS), and other Company or government-provided software, as needed
• Order office supplies in SmartsPro and distribute to departments
• Perform scanning and copying of documents, sort and deliver mail
• Schedule and coordinate annual medical testing
• Assist Production Control Clerk, when required, with receiving, processing, and dispatching Help Desk work orders, including entering information in CMMS
• Other duties as assigned

Requirements

• Two years prior office administrative experience preferred
• Experience with Microsoft Word, Excel, and Outlook
• Strong organizational skills
• Experience using telephones, fax machines, copy machines, scanners, and printers
• High School Diploma or Higher Education
• Valid Driver’s License
• Must be able to pass background check and obtain NALAC Security Clearance

Work Environment

Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.