Lead Secretary

INDUS Technology•Keyport, WA

5d•Onsite

About The Position

The Team and the Role IND US is a 100% employee-owned, customer-focused government services provider with expertise in Engineering, Information Technology, Cybersecurity, Program/Financial Management, Logistics, and Data Analytics. At IND US , we believe in the value of the IND US team. Together we deliver exceptional customer service, foster a growth and support-centered work environment, and focus on how we can give back to the communities that we serve. Empowering our employees starts on day one and creates an environment full of innovation and promise. By offering mentorship and robust Training and Development opportunities, IND US continues its pursuit to be the Employer of Choice. Reporting to the Program Manager, the Lead Secretary provides administrative support to a Navy client, independently performing recurring office functions including managing communications, calendars, reports, correspondence, records, and supply requests, while ensuring accuracy and adherence to Navy guidelines using Microsoft Office tools. This is a contingent position expected to be located in Keyport, WA . The pay range for the position will be provided at the time the position is no longer contingent. What You'll Do Lead responsibilities: manage workload for Secretary I–III functions, provide training, obtain system access for staff, set job expectations, assign workload, and provide coaching and mentoring. Perform recurring office procedures independently, selecting the correct guidelines or references for each task. Receive instructions for new assignments and check completed work for accuracy. Respond to routine telephone requests and refer calls and visitors to the appropriate staff. Control mail and ensure timely staff responses; send form letters as needed. Manage calendars, schedule meetings, and arrange meeting rooms. Review materials prepared for government approval for typographical accuracy and proper formatting. Maintain recurring internal reports, including time and leave records, equipment listings, correspondence controls, and training plans. Requisition supplies, printing, maintenance, or other services. Use Microsoft Office tools (Excel, Access, PowerPoint, Visio, Word, Outlook, SharePoint, Teams) to support office tasks. Prepare correspondence following the Navy Correspondence Manual and local directives. Take and transcribe dictation, and establish and maintain office files. Screen incoming correspondence and respond to routine requests for office procedure information. Arrange conferences and meetings, assemble background materials, and attend meetings to record proceedings when needed. Review correspondence for consistency with Navy guidance and ensure required clearances are obtained. Collect information from files or staff for routine inquiries and periodic reports; escalate non-routine requests to contractor lead. Mentor and assist junior team members on office procedures, workflows, and expectations. Use greater judgment and initiative in non-routine situations, interpreting and adapting guidelines, policies, and practices. Prepare materials needed by the Government for conferences, correspondence, and meetings. Prepare special reports, summaries, or responses to inquiries using information from multiple sources. Advise junior staff on new procedures and support information requests for periodic or special reports. Bid and proposal support if requested. Other duties as assigned.

Requirements

The ability to obtain and maintain an active secret clearance is required to be considered for this position.
HS Diploma / GED required.
At least three (3) years of experience providing administrative and clerical support in an office environment.
Prior experience supervising professionals in an administrative environment is required.
Must possess basic computer literacy and data entry skills.
Demonstrated proficiency in Microsoft Office applications (to include MS Word, Excel, PowerPoint, etc.).
Strong attention to detail and organizational skills.
Excellent verbal and written communication skills.
Demonstrated problem-solving skills.
Must possess strong time management skills.
Must be able to work in a fast-paced, changing, and challenging environment.
Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.
Must be able to remain seated in a stationary position 50% of the time.
Must also be able to alternate between sitting, standing, and walking.

Responsibilities

manage workload for Secretary I–III functions
provide training
obtain system access for staff
set job expectations
assign workload
provide coaching and mentoring
Perform recurring office procedures independently, selecting the correct guidelines or references for each task
Receive instructions for new assignments and check completed work for accuracy
Respond to routine telephone requests and refer calls and visitors to the appropriate staff
Control mail and ensure timely staff responses; send form letters as needed
Manage calendars, schedule meetings, and arrange meeting rooms
Review materials prepared for government approval for typographical accuracy and proper formatting
Maintain recurring internal reports, including time and leave records, equipment listings, correspondence controls, and training plans
Requisition supplies, printing, maintenance, or other services
Use Microsoft Office tools (Excel, Access, PowerPoint, Visio, Word, Outlook, SharePoint, Teams) to support office tasks
Prepare correspondence following the Navy Correspondence Manual and local directives
Take and transcribe dictation, and establish and maintain office files
Screen incoming correspondence and respond to routine requests for office procedure information
Arrange conferences and meetings, assemble background materials, and attend meetings to record proceedings when needed
Review correspondence for consistency with Navy guidance and ensure required clearances are obtained
Collect information from files or staff for routine inquiries and periodic reports; escalate non-routine requests to contractor lead
Mentor and assist junior team members on office procedures, workflows, and expectations
Use greater judgment and initiative in non-routine situations, interpreting and adapting guidelines, policies, and practices
Prepare materials needed by the Government for conferences, correspondence, and meetings
Prepare special reports, summaries, or responses to inquiries using information from multiple sources
Advise junior staff on new procedures and support information requests for periodic or special reports
Bid and proposal support if requested
Other duties as assigned