Administrative Assistant I

Zolon TTS, LLC•West Palm Beach, FL

1d•Onsite

About The Position

Zolon TTS, LLC is seeking an Administrative Assistant I to provide program management, financial management, and office management business services in support of Code 70 at the Naval Undersea Warfare Center Division Newport. The role supports Code 70's undersea test and evaluation and fleet training mission, working across Navy Enterprise Resource Planning (ERP), Enterprise Data Capabilities (EDC), and related NUWCDIVNPT financial and program systems. The position is located in Newport, Rhode Island, or West Palm Beach, Florida, and requires a SECRET clearance.

Requirements

Associate's degree in business administration, Office Management, Administrative Support, or a related field.
At least 3 years of experience in office management or administrative support, including managing multiple concurrent priorities in a fast-paced office environment.
Demonstrated experience using Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams, for document preparation, correspondence, and reporting.
Experience maintaining records management systems and administrative databases.
Demonstrated experience in document preparation, editing, formatting, and administrative coordination.
SECRET clearance.

Nice To Haves

At least 5 years of experience supporting large organizations with 60 or more personnel.
Familiarity with the Defense Travel System (DTS), Defense Information System for Security (DISS), and ERP/Fiori timekeeping systems.
Experience working in a Department of Defense (DoD) or government environment.

Responsibilities

Provide administrative and office management support to Code 70 personnel in accordance with established procedures and Government guidance.
Answer and route incoming telephone calls, take messages, and direct callers to Government personnel or voicemail systems.
Greet visitors, determine the purpose of their visit, direct them to appropriate offices, and maintain visitor sign-in logs.
Maintain and update personnel-related administrative tools, including muster lists, recall lists, Microsoft Teams directories, and other tracking resources using Government Furnished Information (GFI).
Prepare, edit, format, proofread, and distribute documents, correspondence, reports, and presentations using Government-provided information and templates.
Copy, scan, collate, assemble, and bind documentation for meetings, briefings, training sessions, and presentations.
Compile departmental highlights and format reports for Code 70 leadership and staff.
Maintain and organize electronic and physical records in Government-provided records management systems in accordance with established policies.
Monitor office equipment supplies, including printer, copier, and fax machine paper and toner, and notify the Government point of contact when replenishment or maintenance is required.
Conduct routine office supply inventories and provide recommended replenishment lists to the Government point of contact.
Sort and distribute incoming mail and prepare outgoing mail and packages for internal and external delivery.
Prepare mailing documentation, shipping labels, forwarding letters, and related administrative forms.
Maintain logs and assist with handling and delivering classified documents in accordance with established security procedures.
Prepare travel orders, vouchers, and training requests in the Defense Travel System (DTS) based on Government requests.
Track submitted travel documentation and notify appropriate personnel about pending approvals or urgent travel requests.
Enter visit requests into the Defense Information System for Security (DISS) and coordinate confirmation with receiving organizations.
Review timekeeping reports to verify timecard submissions and notify employees and supervisors of discrepancies as directed.
Maintain departmental calendars by compiling Government employee leave and Temporary Duty (TDY) schedules.
Prepare and distribute meeting agendas and compile presentation materials for department and program meetings.
Support preparation and formatting of program briefings, highlights, graphics, charts, and reports for leadership review.
Provide administrative support to Code 70 project planning, including data entry, document preparation, and compilation of information for project data calls and requests for information provided as GFI.