Secretary II

Oneida Total Integrated Enterprises•Port Hueneme, CA

1h•Onsite

About The Position

Oneida Professional Services is seeking a highly organized and detail-oriented Secretary II to provide administrative and operational support to the Maritime Program Support Facility (MPSF). This role requires strong coordination, communication, and task management skills to ensure seamless daily operations, accurate documentation, and timely support to government and contractor personnel. This is a fully on-site, full time position.

Requirements

Administrative or office support experience in a government, military, or fast-paced professional environment.
Strong organizational, communication, and time-management skills.
Proficiency with Microsoft Office, Teams, and digital documentation platforms (Wiki/SharePoint).
Ability to maintain accuracy and confidentiality while handling sensitive information.
Ability to work independently and collaborate with diverse stakeholders.

Nice To Haves

Experience supporting Navy programs, secure access processes, or government administrative operations.
Familiarity with DTS, NFAAS, and Navy personnel accountability procedures.
Experience maintaining access lists, visitor control, or tracking certifications/training.

Responsibilities

Participate in the daily standup meeting, capture detailed meeting minutes, and post to Wiki. Only one POC is needed each day; all POCs must stay familiar with current notes to fill in on short notice.
Schedule conference rooms upon request and maintain calendars in Microsoft Teams. Resolve scheduling conflicts or elevate to the site lead when necessary. Post daily room schedules physically or via dry-erase board.
Check in all visitors, verify sign-in sheet accuracy, check IDs, issue visitor badges, and maintain badge inventory.
Maintain and update access lists based on notifications received from Security.
Update Standard Form 702 each morning. Report any discrepancies—such as unsigned forms or unsecured vaults—to the Facility Lead.
Review MPSF personnel access lists for visit requests expiring within 30 days and provide updates to government and contractor Site Leads.
Review secure space access lists for upcoming expirations and provide name lists to Site Leads.
Assist government personnel with time and attendance accounting. Support Branch Managers with tracking and reporting.
Review supply inventory, update quantities, recommend purchases, and maintain an organized supply area.
Audit the MPSF address book on Wiki for any changes or missing information. Coordinate with government and contractor Site Leads to ensure accuracy.
Track photography pass expirations occurring within the next 30 days, notify personnel, and assist with renewals.
Ensure all posted guidance and policies are current.
Update the MP Asset and Location Tracker (.pptx) monthly, consolidating multiple sources and schedules. Post updates on Wiki, Teams, or SPO. Due between the 1st and 3rd of each month.
Review MPSF SOPs, briefs, and documents for grammar, formatting, and table of contents alignment.
Develop and maintain an annual list of supply cabinet materials and set stock thresholds with Facility or Site Leads.
Maintain personnel contact lists on Wiki. San Diego POCs also update all remaining locations; Port Hueneme POCs manage Singapore and Bahrain lists.
Capture minutes for ad hoc or recurring meetings, maintain action item trackers, and support metric reporting.
Support completion and routing of photography forms and assist photographers per SOP 105-040.
Track training and certifications required for MPSF/MMRC operations (e.g., forklift, crane, rigging).
Assist government personnel with travel authorizations, vouchers, CTO communications, and troubleshooting.
Support Branch Managers in timely completion of personnel and family member accountability for NFAAS and ad hoc muster events.