Secretary (Full-Time)

Akima, LLC•Cody, WY

5d•Onsite

About The Position

Akima Facilities Operations (AFO) is seeking a Secretary to provide principal secretarial support in an office in Cody, Wyoming, usually for one individual and sometimes for that individual’s subordinate staff. The Secretary maintains a close, responsive relationship with the supervisor’s and staff’s day-to-day activities, works fairly independently with minimal detailed supervision, and performs clerical and secretarial duties requiring knowledge of office routines and the organization, programs, and procedures related to the office. The position may require working knowledge of office software. The role includes handling correspondence and inquiries, coordinating meetings and travel, preparing and reviewing documents, entering data in financial, procurement, timekeeping, and travel systems, processing invoices, maintaining records, and assisting with specified personnel paperwork. Other duties may be assigned by the supervisor in line with the position and WAPA department. The position is on-site. AFO describes its work environment as challenging yet supportive, with a commitment to innovation and diversity, and states that employees have access to comprehensive benefits, competitive pay, growth opportunities, and retirement options.

Requirements

High school diploma or GED.
Current, valid driver’s license.
At least 3 years of work experience using Microsoft Office Suite, including Word, Excel, and PowerPoint.
At least 3 years of work experience arranging meetings, booking appointments, arranging business travel, and preparing correspondence.
Data-entry experience, including purchase requisitions, purchase orders, and reimbursements.
Ability to obtain Suitability.
Any clearance requirements are established by the government contract.

Responsibilities

Handle differing office situations, problems, and deviations in accordance with the supervisor’s general instructions, priorities, duties, policies, and program goals.
Screen telephone calls, visitors, and incoming correspondence; respond to routine requests for information about office procedures; route requests to the supervisor, staff, or other offices as appropriate; and prepare and sign routine non-technical correspondence.
Schedule tentative appointments without prior clearance.
Arrange conferences and meetings and assemble background materials as directed.
Attend meetings as needed and record and report on proceedings.
Review outgoing materials and correspondence for consistency and procedural compliance, and ensure required clearances have been obtained.
Collect information from files or staff for routine inquiries and periodic reports, and refer non-routine requests to the supervisor or staff.
Explain office-procedure requirements to subordinate staff and coordinate and forward personnel and administrative forms for processing.
Use WAPA software and systems, including Microsoft Outlook and Microsoft Office Suite, as well as timekeeping, financial, procurement, and travel systems.
Prepare final-form documents from drafts or handwritten materials, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, and legal documents.
Check documents for accuracy in spelling, grammar, punctuation, and format before finalizing.
Process outgoing letters and memorandums and verify that enclosures, attachments, cc, and bcc copies are included correctly.
Provide data entry and electronic file support for purchase requisitions, purchase reservations, purchase orders, training and travel forms, daily work reports, and time and attendance.
Enter data in FIMS, STRIPES, ATAAPS, and other required programs.
Arrange travel considering regulations, routes, cost, availability, and conveyance; complete travel forms or enter information in Concur; notify personnel of arrangements; and plan itineraries and accommodations using knowledge of Federal Travel Regulations.
Process invoices through FIMS and MAXIMO and forward them for verification and receipt of supplies and services.
Contact vendors about invoice discrepancies and payment issues.
Reconcile credit card statements monthly and input accruals or provide information for period-end and fiscal-year-end processes.
File or scan documents, correspondence, and forms; organize and update files; and close out files and contracts for storage.
Assist with Non-Personally Identifiable Information paperwork related to government employee background checks, benefits, workers’ compensation, drug testing, employee physicals, and other requested matters.
Perform other duties assigned by the supervisor that are consistent with the position and WAPA department.