Secretary (Full-Time) - Cody, WY

Military Spouse Corporate Career Network•Cody, WY

3d•Onsite

About The Position

Akima Facilities Operations is seeking a Secretary to provide principal secretarial support in an office, usually to one individual and sometimes to that individual’s subordinate staff. The Secretary maintains a close and 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’s programs and procedures. The role uses office software and various automated systems, and handles work ranging from routine business projects to highly technical engineering documents.

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.
Clearance requirements, if any, are established by the government contract.

Responsibilities

Handle office situations, problems, and deviations according to the supervisor’s general instructions, priorities, duties, policies, and program goals.
Screen telephone calls, visitors, and incoming correspondence; respond to requests concerning office procedures and route other requests appropriately.
Prepare and sign routine non-technical correspondence in own or the supervisor’s name.
Schedule tentative appointments and arrange conferences and meetings; assemble background materials and, when needed, attend meetings and record proceedings.
Review outgoing materials and correspondence for accuracy, internal consistency, procedural compliance, and required clearances.
Collect information from files or staff for routine inquiries and periodic reports, and refer non-routine requests to the supervisor or staff.
Explain the supervisor’s office-procedure requirements to subordinate staff and coordinate and forward personnel and administrative forms for processing.
Use WAPA systems and software, including Microsoft Outlook and Microsoft Office, as well as timekeeping, financial, procurement, and travel systems.
Prepare documents from draft or handwritten materials in final format, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, and legal documents; check spelling, grammar, punctuation, and format.
Process outgoing letters and memorandums, ensuring enclosures, attachments, and courtesy and blind courtesy copies are included correctly.
Perform data entry and electronic file support, including purchase requisitions, purchase reservations and orders, training and travel forms, daily work reports, and time and attendance records in systems such as FIMS, STRIPES, and ATAAPS.
Make travel arrangements in accordance with regulations, routes, cost, availability, and conveyance; complete travel forms or enter information in Concur, notify personnel, and prepare itineraries and accommodations using knowledge of Federal Travel Regulations.
Process invoices through FIMS and MAXIMO, forward them for verification and receipt of supplies and services, and 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 activities.
File or scan documents, correspondence, and forms; organize and update files and close out files and contracts for storage.
Assist with non-PII paperwork involving government employee background checks, benefits, workers’ compensation, drug testing, employee physicals, and other matters as requested.
Perform other duties assigned by the supervisor that are consistent with the position and WAPA department.