Administrative Assistant

Fidelity Partners • Newport, RI

15d • Onsite

About The Position

The Administrative Assistant will support the Sensors and SONAR Systems Department (Code 15) with various administrative services, such as receiving telephone calls, greeting visitors, ascertaining the nature of the calls or visits, and directing the caller or visitor to the appropriate staff member or office. The Administrative Assistant's working hours will be Monday through Friday, 0800-1600, excluding Federal holidays and other designated non-duty days. The Administrative Assistant will not work more than 40 hours per week. There is no overtime pay allowed.

Requirements

• Shall possess an active security clearance Tier 3 (T3), Secret clearance.
• At a minimum, possess an Associate Degree.
• Shall have a minimum of 3 years of administrative assistant experience.
• Possess extensive organizational skills and the ability to work independently.
• Be 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 (work, organizing, and time management) projects simultaneously.

Nice To Haves

• A Bachelor's Degree is desired but not required.

Responsibilities

• 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.
• 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.
• May act as the Department Functional Area Record Manager (FARM) and maintain official records for the Department.
• Proofread/edit correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.
• Prepare a wide variety of recurring and some nonrecurring correspondences, reports, and other documents, as well as review and finalize correspondences/documents prepared by others in handwritten or electronic drafts.
• Ensure all required documents are attached to all official reporting documents for appropriate routing and signatures.
• Administratively track, monitor, review and edit official reporting documents, such as military and civilian appraisal reports, promotion board packages, award packages, and decorations.
• Maintain current knowledge of personnel's raters and suspense dates of the official reporting.
• Monitor suspense dates and bring to the supervisor's attention those that cannot be met by the requested date or when there is a conflict.
• Ensure coordination procedures are followed.
• Work with internal computer programs such as Education Training Management System (ETMS), Travel Request System (TRS), Defense Travel System (DTS), Management Internal Control Toolset (MICT), Virtual Personnel Center (vPC), SharePoint, and LiveLink.
• Prepare, coordinate, and submit travel requests through various electronic systems such as the Education Training Management System (ETMS) and the Travel Request System (TRS). This will include arranging transportation and lodging, assisting in the preparation of travel orders, and submitting travel vouchers for personnel utilizing the Defense Travel System (DTS).
• Assure confidentiality of documents, communications, and data related to the duties above.
• Monitor office supplies.
• Request replenishment of office supplies in a timely manner to ensure all items are readily available to perform all aspects of their administrative duties and prevent delays.

Benefits

• Health/Dental and Vision
• Paid Time Off per Year: Up to 80 hours per year, which starts accruing on the day of hire.
• Sick Leave per Year: Up to 56 hours per year, which starts occurring on the day of hire.
• Paid Federal Holidays: Twelve (12) Paid Federal Holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree