Secretary III

LaunchPointPEO • Boston, MA

7d • Onsite

About The Position

The Secretary III provides senior-level administrative and clerical support to the DHS/FPS Regional Director and Deputy Regional Director. This role independently screens calls and visitors, responds to complex inquiries, and handles requests for information requiring sound judgment, knowledge of government operations, and problem-solving skills. The Secretary III manages correspondence and records, prepares and edits a wide range of documents using Microsoft Office applications, and maintains web-based data systems and reports to ensure accurate and timely information. Additional responsibilities include safeguarding sensitive personnel records, coordinating executive travel and expense reporting, preparing briefing materials, scheduling meetings and conference rooms, and supporting visiting officials. The position requires discretion, attention to detail, and the ability to function independently in a fast-paced government environment. Work must be performed on-site.

Requirements

• Minimum of 5 years of progressively responsible administrative or secretarial experience, including experience supporting senior executives or directors.
• Experience preparing correspondence, managing calendars, coordinating travel, and maintaining official personnel or program records.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office 365 and web-based government systems.
• Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.

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, assist 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 system 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 data base 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.

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: Mid Level
• Education Level: High school or GED
• Number of Employees: 51-100 employees