Secretary – Navy Undersea Warfare Division - Newport, RI

About the job

The Secretary will support the Sensors and SONAR Systems Department (Code 15), which is responsible for full-spectrum engineering, development, and research pertaining to Sensors, SONAR, and Undersea Warfare. Platforms include submarines, surface ships, surveillance, and distributed networks. The Secretary will provide front desk and office management services.

Qualifications

• Active security clearance Tier 3 (T3), or be able to obtain a Secret Clearance.
• Minimum of 3 years of administrative assistant experience.
• Extensive organizational skills and the ability to work independently.
• Proficient in the use of Microsoft Office software, including Word, advanced Excel functions, PowerPoint, Adobe Acrobat, and Advanced document management tools.
• Experience in accomplishing multiple tasks simultaneously.

Duties and Responsibilities

Front Desk Operations

• Receive telephone calls, greet visitors, determine the nature of the calls or visits, and direct callers or visitors to the appropriate staff member or office.
• Send and receive faxes.
• Maintain the ability to answer non-technical requests for information, such as the status of reports, suspense dates for matters requiring compliance, and have similar information readily available from files or from knowledge of the organization.
• Coordinate interviews and print documentation.
• Review and process incoming and outgoing correspondence, reports, materials, publications, regulations, and directives, and maintain Electronic File Plans, in accordance with Code 15's policies and directives.
• Prepare, edit, and handle documents and correspondence for Code 15 Department-wide and Programmatic level requirements.
• Update and maintain building Muster Lists and Code 15 emergency recall lists, and other Code 15 personnel tools located on Division Teams pages, on a monthly basis.
• Submit trouble tickets as required to the Newport Trouble Ticket tool if the device is not working properly.
• Monitor paper and toner levels for printers, copiers, and fax machines, and inform the Government point of contact (POC) if service calls or supplies are needed.
• Invent and organize office supplies, and provide a list of recommended consumable office supplies for order to the Government POC.
• Pack and prepare the mail for distribution or mailing, both internal and external to Naval Undersea Warfare Center Division Newport (NUWCDIVNPT).
• Sort and distribute incoming mail to the Government POC identified on the mail.
• Transcribe into the Command's Personnel Action tool to populate Standard Form 52 (SF-52) packages.
• Perform non-discretionary, clerical tasks of transcribing into the Command's Personnel Action tool to populate Standard Form 52 (SF-52) packages.
• Prepare, edit, and log documents for Code 15 Department-wide and programmatic level requirements.
• Create, type, merge, revise, update, format, proofread, serialize, print, prepare, and route documents, presentations, Naval Messages, and correspondence.
• Prepare CLASSIFIED GFI for distribution or mailing, mailing labels, forwarding letters, and custody receipt forms as needed.
• Maintain CLASSIFIED document logs and hand-deliver CLASSIFIED GFI to Naval Undersea Warfare Center (NUWC) control points (Secret Control, CLASSIFIED Document Library, Security, Mail Room).

Memorandums and Outgoing Correspondence

• Perform records management of documents generated within the office and received as GFI.
• Prepare, edit, and log documents for Code 15 Department-wide and programmatic level requirements.
• Create, type, merge, revise, update, format, proofread, serialize, print, prepare, and route documents, presentations, Naval Messages, and correspondence.
• Prepare CLASSIFIED GFI for distribution or mailing, mailing labels, forwarding letters, and custody receipt forms as needed.
• Maintain CLASSIFIED document logs and hand-deliver CLASSIFIED GFI to Naval Undersea Warfare Center (NUWC) control points (Secret Control, CLASSIFIED Document Library, Security, Mail Room).

Scanning/Filing/Duplication

• Upon receipt of Government Furnished Information (GFI), the Secretary shall scan signed documents and upload the scanned document and the route sheet to the appropriate folder. Copy, scan, and collate the provided GFI documents.

Incoming Correspondence

• Upon receipt of incoming correspondence requiring a signature, the Secretary shall route the document to the appropriate signatory.
• Once the required signatures are obtained, the Secretary shall return the document to the requestor or continue the routing process as appropriate.

Correspondence Log

• The Secretary shall ensure that all correspondence and documents requiring tracking are properly recorded and updated in the correspondence log. Each entry shall include, at a minimum, the date of receipt, sender, recipient, subject or description, current status, and applied actions.

Data Processing

• Upon receipt of Government information, the Secretary will enter, verify, and retrieve data from existing Government databases to create and print reports.

Timekeeping

• On a weekly basis, the Secretary shall review timekeeping data in ERP against leave requests within Fiori to verify that timecards are entered and accurate and that all leave requests are accounted for within Fiori.
• Compile a consolidated report of all entries and any identified discrepancies (e.g., missing time, inconsistencies with leave slips) and provide this report to the designated Government POC for review and action.
• Shall not make corrective timesheet recommendations to individual employees.
• Notify the Code 15 supervisor once timecards have been reviewed and corrections have been made by the applicable Government employee.

Meeting Management

• Using the information received from the government, provide availability, attendees, audio/visual, and video-teleconferencing requirements. Reserve conference rooms for meetings and events.
• Compile meeting, leave, and travel schedules into the Department POC's calendars.
• Prepare Code 15 Department and Program Meeting Agendas for Government review.

Travel Management

• Draft travel orders, vouchers, and training requests in the Defense Travel System (DTS).
• Track orders, vouchers, and requests through approval and notify any approvers of any urgent requests based on short suspense travel dates.

Visit Requests

• Support Code 15 personnel in reserving location, coordinating attendance, and ensuring that Classification Guidelines are clearly posted, meeting requests are disseminated, and visit requests are submitted.
• Prepare meeting materials and record meeting minutes.
• Ensure approval, registration, and logistics associated with travel to and from the event are addressed for attending Code 15 personnel.

Classified Meeting Request

• Research applicable Security Management Office (SMO) Codes and Points of Contact (POC) and enter visit requests in the Defense Information System for Security (DISS).
• Contact the receiving activity to request confirmation of receipt.
• Notify the Government requester that the visit request has been submitted.

Compensation and Benefits

A competitive compensation package including comprehensive benefits such as medical, dental, and vision options. Outstanding career growth potential.

About Us

Fidelity Partners is a Inc. 5000, USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial clients across the country. Fidelity offers competitive salaries and benefits packages. Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or call us at (210) 822-4005 or Join our Team. Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal state, and local laws (EoE).