Secretary II

DT Professional Services•Coronado, CA

6d•$24

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About The Position

DT Professional Services is seeking a Secretary II to support our NSWC team in San Diego, CA.

Requirements

Active Secret Clearance.
Associate degree in any field.
Two (2) years of providing principal secretarial support in an office environment at an enterprise level organization.
Advanced proficiency with Microsoft Office tools.

Nice To Haves

Previous experience supporting military or government programs.

Responsibilities

Providing clarification of existing tasking being performed to confirm in alignment with Contract
Daily Standup (Daily) - Participate in and capture meeting minutes and post on Wiki; need to read and be familiar with meetings notes across locations and able to fill in on short notice.
Conference Room (Daily) - Schedule conference rooms upon request and maintain on TEAMS Conf Rm Calendars; work with all sides if multiple requests come in for the same or overlapping times; elevate to site lead if unable to resolve on their own; print and post on Conf Rm door or update dry erase board.
Visitors Check in (Daily) - Check in all visitors; verify all fields on sign-in sheet are populated; verify IDs and provide appropriate visitor badge. Ensure sign in process is followed. Maintain badge inventory.
Access List (Daily) - Update/maintain as current from email notification originating from Security
Standard Form 702 Update (Daily) - Update SF702 Form with current date (first thing in morning); report any issues (unsigned form or unlocked vaults) from day before to Facility Lead.
Clearance list (Weekly) - Review access list of personnel for visit requests that expire in the next 30 days; provide short list to government and contractor Site Leads.
Secure Room Access (Weekly) - Review access list of personnel with access to secure spaces that expire in the next 30 days; provide short list of access expiring names to government and contractor Site Leads.
Timecards (Weekly) - Assist government personnel with accounting for time and attendance, as required; Assist Branch Managers with tracking and reporting requirements.
Office Supply status (Monthly) - Review inventory list; note/update quantities; recommend purchase considerations to government; ensure storage area remains “neat and tidy” – reorganize and consolidate as needed.
Review Address Book on Wiki (Monthly) - Review address book for unannounced changes or information gaps; work with local government and contractor Site Leads for confirmation/accuracy.
Photography Pass Tracking (Monthly) - Review photography passes of personnel that expire in the next 30 days; notify individual and assist with renewal process.
Command Bulletin Board (Monthly) - Review and update command bulletin board to ensure most current policy guidance is posted and available for all to review.
MP Asset and Location Tracker (Monthly) - Update and maintain MP Asset and Location Tracker. The .pptx file is a snapshot of what ‘is’ on the 1st of the month or where it will be next. Requires consolidation of multiple sources and schedules. Post on Wiki/TEAMS/SPO.
SOP/Documents/Briefs Review (As Needed) - Meets formatting standard; grammar corrected; table of contents updated with all figures and tables aligned.
Build list of office materials (As Needed) - Create a list of office material stocks in the supply cabinet/closet; work with Facility or Site Lead to set high/low buying expectations.
Update Site Phone and Email list (As Needed) - Maintain Address file on Wiki for all personnel supporting Sand Diego and other remaining names/locations.
Meeting Minutes, Action Tracking, and Metrics (As Needed) - Capture meeting minutes for adhoc or other reoccurring meetings. Create action tracker and work with owner to maintain action status. Support process owner with metrics tracking.
Photography Process (As Needed) - Support photography form completion and routing of photography passes. Support photographer in processing pictures iaw Photography Process.
Track Training and Certification iso tasks (As Needed) - Maintain master list of training and certifications required to perform operations. Examples include forklift license, crane license, rigging training.
DTS (As Needed) - Assist government personnel with DTS issues, including submission of travel Authorizations and Vouchers, Commercial Travel Office (CTO) communications; Assist Branch Managers as required to facilitate DTS processing, routing and issue resolution.
Navy Family Accountability and Assessment System (NFAAS) & ADHOC Muster Requirements (As Needed) - Assist Branch Managers in timely accounting for government personnel and family members in support of NFAAS and ADHOC muster requirements