SECRETARY III (Requires Secret Clearance) 7:00 am - 4:00 pm, M-F

The Secretary III (Requires Secret Clearance) position is located in Fort Belvoir, VA, and is a full-time position offering a competitive salary and a comprehensive benefits package. The core working hours are 8:00 am to 5:00 pm, Monday through Friday. The hourly compensation is $26.03. To be considered for the position, computer assessment testing is required.

INTRODUCTION

Under the general direction of the Project Manager and Site Supervisor, the Secretary III Contractor is responsible for and shall perform travel, clerical and administrative support for professionals, as part of a team or individually, while coordinating and implementing office procedures. Tasks require communicating effectively orally and in writing, making assessments and providing recommendations for final decisions, solving moderately complex problems, and simultaneously completing multiple tasks. Integrity and interpersonal skills are critical to this position.

KEY RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office Organization & Administration

• Visitors and callers are treated with Visitors and callers are correctly referred, and messages are delivered as soon as possible. Answers procedural or administrative questions as needed.
• Ensure telephones are answered during specified office hours and coordinate backup support as needed.
• Incoming/outgoing correspondence is tracked and routed promptly within the office.
• Assist in tracking, coordinating, and preparing/submitting responses to action items in the AETD Action Item System.
• Maintains office supply inventory and orders any new office supplies as needed.
• Maintains front office, mailboxes, and conference room set-up/clean-up.
• Assist personnel with copying, scanning, and other tasks as needed.
• Ship and receive documents and items using various methods.
• Manage personnel phone lists.
• Prepare presentation packages as needed.
• Provide prompt backup support to higher-level organizations and other Branch level offices, including phone coverage and routine tasks as requested.
• Manage email lists
• Manage dial-in conference lines for meetings.

Meeting and Conference Planning

• Manage room calendar and reserve room space.
• Ensure that room set-up is compatible with meeting requirements.
• Monitor to ensure meetings are running on schedule.

Travel (domestic and international)

• Create travel authorizations and expense reports for travel.
• Plan realistic travel arrangements to ensure these meet the traveler's expectations regarding timeliness and accommodation to the greatest extent possible.
• Confirm the planned travel schedule before departure with the traveler to verify if plans have changed.
• Ensure all travel authorizations and expense reports are completed following regulations, policy, and automated procedures once travel is completed.

IT Resource Provider

• Order IT supplies when necessary.
• Maintain awareness of desktop computer needs.
• Understand how ACES works and how services are obtained.
• Requests computer moves when required.

Office Supplies

• Stock and maintain office supplies.
• Use the AMMS website to order routine office supplies.
• Have items added to AMMS when necessary.
• Track items to be sure they have been received.
• Maintain an awareness of the available balance for ordering supplies.

Badge Requests (US citizens and foreign nationals)

• Create and submit temporary badge requests as needed.
• Escort visitors when required.
• Maintain expertise in the utilization of Agency level identity and application tools (idMax and NAMS)
• Onboard new employees and summer interns

Office moves/furniture

• Manage office moves.
• Prepare and deliver all necessary forms.
• Create floor plans for office moves.
• Coordinate with IT organizations to ensure the Local Area Network (LAN) connection in the new location is active and ready for use.
• Coordinate telephone and computer moves.
• General office cleaning up and stocking for a new employee.
• Distribute boxes, tape, and move labels as needed.

Purchase Requisitions-SAP

• Manage and oversee assigned purchase requisitions.
• Create purchase requisitions in SAP.
• Use IT PR Tool when required.
• Complete necessary forms
• Ensure all required procurement forms are signed.
• Obtain SEWP quotes when necessary.
• Work with purchasing group until the purchase requisition is awarded.

Emergency Personnel List Manager

• Update Emergency Personnel List as necessary.

Document Creation and Editing

• Outgoing correspondence and reports are checked for proper formatting, grammar, and spelling errors.
• Corrections are coordinated with the originator promptly.
• Create all required documents as needed following policy and guidelines.

Property Custodian

• Manage the organization's property, such as records maintenance, periodic inventories, disposal of excess property, and account reconciliations using a web-based system.

Records Management

• Maintains files and records (paper and electronic), ensuring they all include all required documents and are signed correctly.

Office Automation

• Utilizes several types of software to perform complex office automation tasks, including spreadsheets, databases, word processing, desktop publishing, graphics, plans, procedures, memoranda, letters, travel requests, emails, and presentations from rough drafts.
• Produces various reports, tracks suspense actions, produces charts, creates specialized databases, or prepares presentation materials.
• Identifies office automation tasks that can be performed more efficiently and develop new methods or procedures for achieving them, such as creating macros or setting up document shells or format styles that expedite the production of document letterhead.

SUPERVISION EXERCISED

None.

SUPERVISION RECEIVED

The Site Supervisor and Project Manager supervise the incumbent.

PHYSICAL QUALIFICATIONS

Must be able to sit 85% of the time; stand/walk 15% of the time; must be able to lift, carry, push, and or pull 30 lbs.; must be able to speak, hear and see. These requirements are necessary to properly accomplish all essential functions within this job description.

QUALIFICATIONS

** Position Contingent upon passing a background check, security clearance, drug testing, and computer assessment.

Bachelor's degree is preferred but not required. Secondary Education and five years of experience as an Administrative Assistant are preferred. Certifications with Microsoft Office are a plus. Experience with administrative, travel, and office management functions is highly desirable. Intermediate proficiency in Microsoft Office Suite. The ability to meet deadlines and superior multi-tasking skills in an operational environment. Experience with CGE Travel Solutions and SATERN preferred.