Secretary I

First Division Consulting•Rockaway, NJ

2d•Onsite

About The Position

First Div is seeking to hire a full-time Secretary I. This individual will provide administrative support, which will include general office duties. We are looking for someone who has experience with scheduling meetings, managing calendars, coordinated Teams meetings and also provide logistical support for Branch or Division events. You will also be responsible with assisting employees with Defense Travel System (DTS). Working hours for this position would be Monday - Friday (0800-1600 typical shift).

Requirements

Associates degree with two (2) years of relevant experience performing administrative duties or a High School diploma or GED equivalent with four (4) years of relevant experience are required. The related experience MUST include performance of administrative support such as assisting in report preparation and publication, word processing, and basic cost data management.
Candidate must be a qualified typist.
Knowledge and operation of office productivity systems is essential. Must have experience with Microsoft applications (Outlook, Word, Excel, and PowerPoint).
An active DoD secret clearance is required. Qualified candidates may start with an Interim Secret Clearance. Applicant selected may be subject to a security investigation and must meet eligibility requirements for access to classified information.

Responsibilities

Provide multi-tasking and organization skills as they establish priorities, meet deadlines and disseminate information to the Branch as necessary.
Execute general office duties as assigned (i.e., photo copies, shred documentation, distribute USPS mail).
Create and print business cards, update organizational charts and generate correspondence following DoD and DoN records management guidelines.
Update internal Standard Operating Procedures (SOPs) for the Branch.
Collect and proofread weekly highlights for publishing to the G Department chain of command and Program Management Office (PMO).
Create and manage excel spreadsheets and power point presentations while maintaining strict confidentiality with handling of records.
Track training, certificates, awards and other various activities.
Schedule meetings, calendars, trainings, Teams meetings, video teleconferences and book conference rooms.
Provide logistical support for Branch or Division events (i.e., book the facility, send invites for attendees, create agendas, create rosters and capture/distribute meeting minutes).
Request vendor payments through various mandated procurement systems and maintain office supplies for the Branch.
Assist employees with the Defense Travel System (DTS) for travel requests.
Input and track travel orders and verify funding is available.
Support new employee orientations for the Branch.
Troubleshoot discrepancies with Government Travel Credit Card (GTCC); follow up with payroll department to ensure timely resolutions.
Submit Visitor Access Requests (VARs) through the Defense Information System for Security (DISS).
Track time and attendance for regular hours, overtime, leave; reconcile timesheets as necessary in the Navy Enterprise Resource Planning (ERP) system.