Secretary III

Enprovera Corporation•Boston, MA

8d•Onsite

About The Position

Position Responsibilities: Screens calls and visitors to the DHS/FPS Regional Director (RD) and Deputy Regional Director’s (DRD) office referring to staff members and forwarding only those calls or visitors requiring their attention. Personally, handles many requests for information. On visits made to the RD/DRD office by other agency officials, Central office officials, and other Regional Directors, assists them in placing telephone calls, receives visitors and performs other duties as requested by them. Responds to inquiries by clarifying inquirer’s needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determines what divisions can best assist when additional help is necessary, contacting offices to discuss inquiries and develop answers as needed, obtain pertinent information from reference materials. As appropriate, when all personal resources have been exhausted, locates experts in other regions’ central offices to whom inquirers can be referred for supplemental assistance. Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters for the RD/DRD office. Create, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, databases, etc.). To produce these documents, the staff must be familiar with various Microsoft Office programs. Maintains and updates online web-based data systems in support of region by reviewing daily blotter report and entering significant incidents. Function independently to interpret data and seek clarifying information to ensure the data is accurate and current. Updates database as needed entering significant activity as it happens throughout the course of the normal workday. Enters other technical reports as necessary to include inspections and other miscellaneous reports. Maintains the official federal employee personnel files ensuring records are current and complete. Works with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures. Prepares and submits travel authorizations and expense reports for the Regional Director. Makes travel and lodging reservations on the Director’s behalf and monitors the Director’s itinerary effecting changes as necessary utilizing web-based travel system and direct contact with ticketing and travel agents Consolidates and prepares information briefing sheets for the Regional Director as required for weekly and other ad hoc conference calls and meetings. Schedules and records use of the 2 Regional Conference rooms.

Requirements

Advanced knowledge and proficiency in Microsoft Office products
Familiarity with financial systems
Effective communication skills (both written and verbal) with the ability to prepare and make group/executive presentations
Resourcefulness, initiative, and skill to function in a fast-paced environment
Attention to detail in goal/task accomplishment with minimal supervision
Professionalism and the ability to interact effectively with others
Ability to meet planned and unscheduled deadlines in a timely manner
Ability to communicate effectively, both orally and in writing
US Citizenship
All contract staff members will be required to undergo a background suitability clearance (HSPD12) by DHS Office of Professional Responsibility, prior to reporting to work and maintain this suitability clearance

Nice To Haves

Good vision is required in reading and typing documents and utilizing described office equipment.
Presentation: shall be neat, clean and well groomed, with well-fitting, but not tight or revealing nor exceptionally loose-fitting, clothing. All contract employees shall dress at a minimum of Business Casual.

Responsibilities

Screens calls and visitors to the DHS/FPS Regional Director (RD) and Deputy Regional Director’s (DRD) office referring to staff members and forwarding only those calls or visitors requiring their attention. Personally, handles many requests for information.
On visits made to the RD/DRD office by other agency officials, Central office officials, and other Regional Directors, assists them in placing telephone calls, receives visitors and performs other duties as requested by them.
Responds to inquiries by clarifying inquirer’s needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determines what divisions can best assist when additional help is necessary, contacting offices to discuss inquiries and develop answers as needed, obtain pertinent information from reference materials. As appropriate, when all personal resources have been exhausted, locates experts in other regions’ central offices to whom inquirers can be referred for supplemental assistance.
Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters for the RD/DRD office.
Create, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, databases, etc.). To produce these documents, the staff must be familiar with various Microsoft Office programs.
Maintains and updates online web-based data systems in support of region by reviewing daily blotter report and entering significant incidents. Function independently to interpret data and seek clarifying information to ensure the data is accurate and current. Updates database as needed entering significant activity as it happens throughout the course of the normal workday. Enters other technical reports as necessary to include inspections and other miscellaneous reports.
Maintains the official federal employee personnel files ensuring records are current and complete. Works with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures.
Prepares and submits travel authorizations and expense reports for the Regional Director. Makes travel and lodging reservations on the Director’s behalf and monitors the Director’s itinerary effecting changes as necessary utilizing web-based travel system and direct contact with ticketing and travel agents
Consolidates and prepares information briefing sheets for the Regional Director as required for weekly and other ad hoc conference calls and meetings.
Schedules and records use of the 2 Regional Conference rooms.