On-Call / Intermittent Secretary II

Akima, LLC•Dahlgren, VA

8d•Onsite

About The Position

AMO, an Akima company, is seeking candidates for an On-Call / Intermittent Secretary II position in Dahlgren, VA. This Service Contract Labor Standards (SCLS)-covered position is intended to provide backfill support for Secretary II positions during periods of extended leave, vacancy, or other temporary staffing gaps across the contract. This position does not guarantee continuous work hours. Assignments will be based on contract needs, customer requirements, and the availability of backfill work. There may be periods when no active assignment or work hours are available. However, successful candidates in this role may be considered for permanent Secretary II openings as they become available. Permanent placement is not guaranteed and will depend on available positions, customer requirements, qualifications, performance, and contract needs. This is a unique opportunity for a candidate who is flexible, adaptable, and comfortable supporting different offices, branches, divisions, departments, or program offices as needs arise. Because this position may support multiple offices over time, the successful candidate must be able to quickly learn local office procedures, adapt to changing priorities, and provide professional administrative support with limited transition time. The Secretary II provides principal secretarial support in an office, usually to one individual and, in some cases, to the subordinate staff of that individual. The Secretary II maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently with minimal detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routines and an understanding of the organization, programs, and procedures related to the office being supported.

Requirements

Must be a U.S. Citizen able to obtain and maintain a Government DoD Secret clearance.
Two (2) years of work-related experience creating and maintaining documentation and data management systems.
Experience providing general administrative support in all facets of clerical administration, preferably at the Branch level and in support of Government leadership and military personnel.
Proficiency in Microsoft Windows, Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access, and Adobe.
Ability to type 40 words per minute.
Demonstrated ability to work independently and communicate effectively both orally and in writing.
Demonstrated ability to multi-task, perform professionally, and communicate clearly, including proper phone etiquette.
Demonstrated proficiency with meeting support, formal filing systems, scanning, faxing, answering phones, taking messages, managing calendars, and scheduling appointments.
Ability to adapt quickly to new office environments, changing priorities, and varying customer support requirements.
Ability to provide professional support across multiple offices or organizations as on-call/intermittent assignments require.

Nice To Haves

Taking notes and converting them into formal meeting minutes.
Editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government or business formats.
Receiving and greeting visitors professionally.
Handling and storing classified or sensitive materials, including Personally Identifiable Information.
Maintaining inventory of office supplies and ordering new supplies.
Candidates already possessing active Secret clearances.
Candidates already possessing active Secret clarences.

Responsibilities

Perform general secretarial and clerical duties necessary to meet the needs of a Branch, Division, Department, or Program Office in support of Government office procedures.
Provide on-call/intermittent administrative and secretarial backfill support during extended employee leave, vacancies, or other temporary coverage gaps.
Answer and screen incoming telephone calls.
Receive, greet, and screen visitors.
Maintain logs, listings, office files, records, and tracking documents.
Schedule appointments, meetings, conference rooms, and other office activities.
Support meetings on and off NSWCDD locations.
Receive, review, type, edit, and process correspondence and documents.
Prepare correspondence and documents from rough draft, handwritten notes, verbal direction, or email.
Sort, route, track, distribute, copy, scan, fax, file, download, archive, shred, and dispose of documentation.
Process timecards, training requests, and shipping documents using Navy ERP or other Government systems.
Establish, maintain, and update office filing in accordance with NSWCDD Records Management policies.
Receive, coordinate, and act on data calls.
Maintain and replace inventory of office supplies.
Coordinate with NSWCDD Public Affairs for distinguished visitors, as required.
Designate and reserve parking spaces for VIP visitors.
Travel on base for delivery and pick-up of official information using a Government vehicle.
Create spreadsheets and PowerPoint presentations.
Upload, maintain, and search documents for retention purposes in SharePoint or other identified repositories.
Assist Government staff with daily administrative requirements.
Provide guidance and review work of lower-level secretarial staff in the absence of a Government or Contractor senior-level secretary.
Provide clerical support in the absence of Government clerical, secretarial, or administrative personnel.
Perform basic maintenance on office equipment and call for service when needed.
Replace printer, plotter, copier, fax, and shredder supplies as needed.
Assist in the disposal of excess equipment.
Maintain office calendars and key inventories.
Coordinate plant account inventories.
Perform muster procedures.
Support new employee onboarding processes.
Use Government systems and applications such as IBPES, DISS, Navy ERP, DTS, NSWCDD homepage applications, and other required tools.
Process Telephone Work Requests, IT MAC requests, visitor clearances, visit requests, overtime requests, compensatory time requests, property passes, and travel orders.
Establish and maintain Standard Operating Procedures for clerical and secretarial duties.
Demonstrate a professional demeanor and communicate effectively both orally and in writing.
Secretarial and administrative support may also include assisting visually impaired, blind, or other disabled Government personnel with: Clerical, secretarial, and administrative tasking.
Completing tasks when accessible software is not available or compatible with current office equipment.
Reading aloud documents, reports, mail, and other work-related items.
Describing illustrative materials such as pictures, charts, drawings, and symbols.
Reading and signing hard-copy documents.
Completing electronic training.
Timekeeping entry and approval.
Data entry into automated business applications and Government tracking tools.
Researching creative and innovative technological solutions that support greater independence.
Guiding employees to the appropriate location on documents or within data systems for signature or approval.
Transporting impaired employees to meetings and training events using a government vehicle, when required.