Secretary (Full-Time)

Akima, LLC•Loveland, OH

8d•Onsite

About The Position

Akima Facilities Operations AFO is looking for a secretary to work in Loveland, CO. This position provides principal secretarial support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office. Computers may exist in the environment, requiring working knowledge of certain office software programs.

Requirements

High School Diploma/GED.
Current, valid Driver’s License.
Minimum 3 years of work experience using MS Suite (Word, Excel, PowerPoint).
Minimum 3 years of work experience arranging meetings, booking appointments, arranging business travel, and preparing correspondence.
Data entry experience to include purchase requisitions, purchase orders, reimbursements.
Able to obtain WAPA Suitability Clearance.

Responsibilities

Handles differing situations, problems, and deviations in the work of the office according to the supervisor's general instructions, priorities, duties, policies, and program goals.
Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices, prepares and signs routine non-technical correspondence in own or supervisor's name.
Schedules tentative appointments without prior clearance.
Makes arrangements for conferences and meetings and assembles established background materials as directed.
May attend meetings and record and report on the proceedings.
Reviews outgoing materials and correspondence for internal consistency and conformance with procedures; assures that proper clearances have been obtained, when needed.
Collects information from the files or staff for routine inquiries on office program(s) or periodic reports and refers non-routine requests to supervisor or staff.
Explains to subordinate staff supervisor's requirements concerning office procedures, coordinates personnel and administrative forms for the office and forwards for processing.
Uses WAPA’s existing systems and software (e.g., Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including timekeeping, financial, procurement, and travel.
Prepares in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents.
Ensures all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing.
Processes outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included.
Provides miscellaneous data entry and electronic file support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance.
Data entry shall be completed in WAPA’s Financial Information Management System (FIMS), Strategic Integrated Procurement Enterprise System (STRIPES), Automated Time Attendance and Production System (ATAAPS), and other required programs.
Makes travel arrangements considering regulations, routes, cost containment, availability, and conveyance.
Completes travel forms and/or enters in electronic travel system Concur.
Notifies personnel of travel arrangements.
Plans itinerary and schedules travel accommodations using knowledge of Federal Travel Regulations (FTR).
Processes invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forwards to the appropriate personnel for verification and receipt of supplies and services.
Contacts vendors on invoice discrepancies, and payment issues.
Completes monthly reconciling of credit card statements.
Files and or scans documents, correspondence, and forms. Updates and organizes existing files. Closes out files and contracts for storage.
Assists with Non-Personally Identifiable Information (PII) paperwork dealing with Government employee background checks, benefits, Office of Workers’ Compensation, drug testing program, employee physicals, and other as requested.
Other duties as assigned supervisor in line with position and WAPA department.