Secretary II

LaunchPointPEO • Pittsburgh, PA

4d • $21 - $22 • Onsite

About The Position

The Secretary II provides independent administrative and clerical support in a federal law enforcement and compliance environment. This role screens calls and visitors, manages incoming and outgoing correspondence, maintains office files and records, prepares meeting minutes, and drafts routine documentation such as memos and reports. The Secretary II also supports program operations by collecting, entering, and analyzing data in multiple electronic systems, conducting automated searches and queries, and consolidating information into standard reporting formats. Additional duties include serving as the office supply and records custodian, coordinating travel, supporting payroll processing and timekeeping functions, maintaining databases, and assisting with special reporting and compliance tracking, including training and certification monitoring.

Requirements

• Ability to effectively communicate in English, both orally and in writing.
• Must be proficient in various types of IT resources such as Microsoft Office Suite products. In addition, the contractor must be adapted into the operation and utilization of contemporary office equipment/machines (i.e. copier, fax machine, scanner, etc.)
• Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.
• A minimum of a high school diploma is required.
• A minimum of one (1) years’ experience performing secretarial and administrative duties is required.

Nice To Haves

• Working knowledge of various Government regulations and directives is highly desired.
• Two (2) years of experience performing clerical and administrative duties is desired.
• At least one (1) year of experience gained through employment with a contractor supporting a DHS component, in particular experience gained through working with FPS, is desired.

Responsibilities

• Independently perform administrative and clerical support functions, rectify problems and serve as liaison to answer routine non-technical questions.
• Review and distribute incoming and outgoing mail and correspondence.
• Screen all telephone calls and visitor requests, answering many procedural questions with personal knowledge of program activities, and coordinate to determine the appropriate staff members for handling technical inquiries.
• Assemble forms, label folders, organize and maintain office files, records, manuals, handbooks and other materials.
• Attend meetings, prepare minutes, and follow up on action items with appropriate staff members.
• Maintain automated systems of program-specific data to track items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, etc.
• Independently complete special research requests.
• Collect and analysis program information, enter data into a variety of electronic information systems, search for related information, and retrieve all relevant data; extract and review a considerable volume of information to arrive at an end product; and consolidate the information into standard reporting formats.
• Conduct unique queries of considerable difficulty extracting data from a broad range of law enforcement, compliance, and/or inspection computer systems.
• Conduct numerous automated systems searches to collect information and forward data to higher-level agents or specialists.
• Contact stakeholders to obtain additional information.
• Perform copy reproduction services for the work unit assembling and distributing finished products.
• Type and prepare correspondence such as memos, performance reports.
• Other clerical and administrative duties as assigned.
• Serve as a records and office supply custodian.
• Maintain regional inventory records and prepare the bi-annual inventory report.
• Maintains control accountability of records and records keeping systems for the region.
• Validates missing reports lists.
• Ships received reports to designated offices.
• Packages and prepares previous year’s paperwork for shipment to long term storage.
• Monitors stock of office supplies and forms and prepares orders for government approval as necessary.
• Coordination of Federal employee travel.
• Payroll POC (Note: There will be web-based on-the-job training for the FPS payroll system. No accounting degree or experience is required.)
• Receive/audit district personnel bi-weekly timecards.
• Input required data for payroll processing.
• Verify data entry accuracy.
• Notify appropriate personnel that timecards are ready for approval.
• Provide payroll reports to the appropriate personnel and regional office as needed.
• Complete quarterly audits for approval.
• Maintain payroll records.
• Serve as back up for regional timekeepers.
• Handle payroll system questions and employee requests (e.g. password reset).
• Special Reports Coordinator (I.E, Workload, Prohibited Items, Duty Roster, Weekly Arrest Reporting).
• Maintain list, enter information and distribute information as necessary.
• Serves as the GSA Fleet POC.
• Notify employees of preventative maintenance requirements.
• Review monthly mileage and update the tracking system to address any discrepancies.
• Collect, Review, and Submit Home to Work sheets from regional employees.
• Serves as the POC for the district alarm accounts.
• Maintains databases as necessary.
• Consolidate and submit reports.
• Track milestones and brief the area commander upon completion.
• Assist FPS with Protective Security Officer (PSO) program.
• Monitors the completion of required training.
• Monitors certifications for compliance and completion.
• Maintains training and certification databases and files.
• Using the financial management system, the awardee will prepare request for services.
• Prepare and maintain contract guard post exhibits.
• Track contract expiration dates.
• Assist COR with contract change request, tallying PSO hours, maintaining a database of reported contractor issues, and contract close-outs.
• Develop cost estimates for additional guard service and annual contract guard service.
• Prepare funding documents for signature, processing, and closeouts.
• Track fund availability using a declining balance method.

Benefits

• Medical / Vision and Dental Plans
• Holiday and Personal Time Off Pay
• 401K plan
• Life Insurance
• Education and Training Assistance Program (discussed during the onboarding process)
• Incentive Plans and Referral Bonuses
• Employee Assistance Programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 51-100 employees