Secretary Level III (Contract Contingent)

ProSidian Consulting•Washington, DC

2d•Onsite

About The Position

The contractor for this project will be working for a government agency which is one of three central management agencies of the Federal Government. This agency provides work space, products and services, technology, telecommunications, and management policy for the Federal Government. The administrative services under this agency’s regulatory purview include the management of real and personal property, travel and transportation, motor vehicles, and mail. Their organization serves a population of over 11,000 employees, which includes two major services, along with several staff organizations that are focused on achieving a vision of “excellence in the business of government.” The agency provides these services through the coordinated efforts of multiple regional offices throughout the United States and the headquarter office located in Washington, DC. The work performed for this contract will be in Washington D.C. in either the agency’s Central Office or the National Capital Regional Office. Uses greater judgment and initiative to determine the approach or action to take in non-routine situations; Interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations. Duties include or are comparable to the following: Provide backup support for other administrative support staff, both contractor and Federal employees; Utilize and operate the Cisco VoIP telephone system; screen calls for the direct report in accordance with established procedures and as directed by the COR; take detailed messages; answer telephone calls for individuals who are not available or out of the office and determine appropriate action. Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval; Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered; Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff; Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions; and Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc. Shifts clerical staff to accommodate workload needs. Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents; Review documents to ensure compliance with AGENCY guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing; Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary; Maintain suspense records on action items and follow up to ensure timely reply and/or action; Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements and prepare written itineraries; Make arrangements for training and complete training forms; Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials; maintain conference room calendar of scheduled meetings; and ensure conference rooms and lobby areas are properly arranged. Input electronic time and attendance reports; File documents, correspondence, forms, etc. Update and organize existing files; Close out files and prepare to move to records center or other storage; Schedule vehicles which are available from the motor pool; Receive and distribute faxes to employees. Process overnight mail; Maintain current telephone listings and employee distribution lists; Review all incoming correspondence to determine proper routing; establish and maintain working files; draft a variety of correspondence or documentation from oral instruction or rough draft; and other administrative support functions as required by AGENCY organizations.

Requirements

High School/GED
2-4 years of field experience
Applicable computer skills
Verbal and Written skills for a Professional Office Environment

Responsibilities

Provide backup support for other administrative support staff, both contractor and Federal employees
Utilize and operate the Cisco VoIP telephone system
Screen calls for the direct report in accordance with established procedures and as directed by the COR
Take detailed messages
Answer telephone calls for individuals who are not available or out of the office and determine appropriate action
Based on a knowledge of the supervisor's views, composes correspondence on own initiative about administrative matters and general office policies for supervisor's approval
Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered
Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff
Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions
Advises secretaries in subordinate offices on new procedures
Requests information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries etc
Shifts clerical staff to accommodate workload needs
Prepare correspondence in final form from draft or handwritten material, letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents
Review documents to ensure compliance with AGENCY guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing
Ensure all enclosures, attachments, courtesy copies, and blind copies are included with outgoing correspondence and make copies as necessary
Maintain suspense records on action items and follow up to ensure timely reply and/or action
Make travel arrangements considering regulations, routes, cost containment, availability and conveyance
Complete travel forms and/or enter in electronic travel system
Notify personnel of travel arrangements and prepare written itineraries
Make arrangements for training and complete training forms
Make arrangements for conferences and meetings, including scheduling appointments and assembling background materials
Maintain conference room calendar of scheduled meetings
Ensure conference rooms and lobby areas are properly arranged
Input electronic time and attendance reports
File documents, correspondence, forms, etc
Update and organize existing files
Close out files and prepare to move to records center or other storage
Schedule vehicles which are available from the motor pool
Receive and distribute faxes to employees
Process overnight mail
Maintain current telephone listings and employee distribution lists
Review all incoming correspondence to determine proper routing
Establish and maintain working files
Draft a variety of correspondence or documentation from oral instruction or rough draft
Other administrative support functions as required by AGENCY organizations.

Benefits

Competitive Compensation: Pay range begins in the competitive ranges with Group Health Benefits, Pre-tax Employee Benefits, and Performance Incentives.
Group Health Insurance Benefits: Medical: ProSidian partners with BC/BS, to offer a range of medical plans, including high-deductible health plans or PPOs.
Dental: ProSidian dental carriers - Delta, Aetna, Guardian, and MetLife.
Vision: ProSidian offers high/low vision plans through 2 carriers: Aetna and VSP. For medical and dental benefits, the Company contributes a fixed dollar amount each month towards the plan you elect. Contributions are deducted on a Pre-tax basis.
401(k) Retirement Savings Plan: 401(k) Retirement Savings Plans help you save for your retirement for eligible employees. A range of investment options are available with a personal financial planner to assist you. The Plan is a pre-tax Safe Harbor 401(k) Retirement Savings Plan with a company match.
Vacation and Paid Time-Off (PTO) Benefits: Eligible employees use PTO for vacation, a doctor’s appointment, or any number of events in your life. Currently these benefits include Vacation/Sick days – 2 weeks/3 days | Holidays - 10 ProSidian and Government Days are given.
Pre-Tax Payment Programs: Pre-Tax Payment Programs currently exist in the form of a Premium Only Plan (POP). These Plans offer a full Flexible Spending Account (FSA) Plan and a tax benefit for eligible employees.
Purchasing Discounts & Savings Plans: We want you to achieve financial success. We offer a Purchasing Discounts & Savings Plan through The Corporate Perks Benefit Program. This provides special discounts for eligible employees on products and services you buy on a daily basis.
Security Clearance: Due to the nature of our consulting engagements there are Security Clearance requirements for Engagement Teams handling sensitive Engagements in the Federal Marketplace. A Security Clearance is a valued asset in your professional portfolio and adds to your credentials.
Leverage-able Experience and Thought Leadership: By collaborating with firm leadership, other members of the team, as well as Fellows and collaborating partners in what is a flat organization, you'll make valuable professional connections, gain experience, and contribute to Thought Leadership while you build a basket of marketable experiences.
ProSidian Employee & Contractor Referral Bonus Program: ProSidian Consulting will pay up to 5k for all referrals employed for 90 days for candidates submitted through our Referral Program.
Performance Incentives: Due to the nature of our consulting engagements there are performance incentives associated with each new client that each employee works to pursue and support.
Flexible Spending Account: FSAs help you pay for eligible out-of-pocket health care and dependent day care expenses on a pre-tax basis. You determine your projected expenses for the Plan Year and then elect to set aside a portion of each paycheck into your FSA.
Supplemental Life/ Accidental Death and Dismemberment Insurance : If you want extra protection for yourself and your eligible dependents, you have the option to elect supplemental life insurance. D&D covers death or dismemberment from an accident only.
Short- and Long-Term Disability Insurance: Disability insurance plans are designed to provide income protection while you recover from a disability.