Secretary – Navy Undersea Warfare Division - Newport, RI

Fidelity Partners • Newport, RI

11h • Onsite

About The Position

The Secretary will support the Sensors and SONAR Systems Department (Code 15), which is responsible for full-spectrum engineering, development, and research pertaining to Sensors, SONAR, and Undersea Warfare. Platforms include submarines, surface ships, surveillance, and distributed networks. The Secretary will provide front desk and office management services, including but not limited to receiving telephone calls, greeting visitors, determining the nature of the calls or visits, and directing callers or visitors to the appropriate staff member or office.

Requirements

• Must be a U.S. Citizen.
• Possess an active security clearance Tier 3 (T3), or be able to obtain a Secret Clearance.
• Shall possess an active security clearance Tier 3 (T3), Secret clearance.
• At a minimum, possess an Associate Degree.
• Shall have a minimum of 3 years of administrative assistant experience.
• Possess extensive organizational skills and the ability to work independently.
• Be proficient in the use of Microsoft Office software, including Word, advanced Excel functions, PowerPoint, Adobe Acrobat, and Advanced document management tools.
• Experience in accomplishing multiple tasks (work, organizing, and time management) projects simultaneously.

Nice To Haves

• A Bachelor's Degree is desired but not required.

Responsibilities

• Receive telephone calls, greet visitors, determine the nature of the calls or visits, and direct callers or visitors to the appropriate staff member or office.
• Send and receive faxes.
• Answer non-technical requests for information, such as the status of reports, suspense dates for matters requiring compliance, and have similar information readily available from files or from knowledge of the organization.
• Coordinate interviews and print documentation.
• Review and process incoming and outgoing correspondence, reports, materials, publications, regulations, and directives, and maintain Electronic File Plans, in accordance with Code 15's policies and directives.
• Prepare, edit, and handle documents and correspondence for Code 15 Department-wide and Programmatic level requirements.
• Update and maintain building Muster Lists and Code 15 emergency recall lists, and other Code 15 personnel tools located on Division Teams pages, on a monthly basis.
• Submit trouble tickets as required to the Newport Trouble Ticket tool if the device is not working properly.
• Monitor the paper and toner levels for printers, copiers, and fax machines, and inform the Government point of contact (POC) if service calls or supplies are needed.
• Inventory and organize office supplies and provide a list of recommended consumable office supplies for order to the Government POC.
• Package and prepare mail for distribution or mailing, both internal and external to Naval Undersea Warfare Center Division Newport (NUWCDIVNPT).
• Drop off outgoing mail in the nearest outgoing mail location in the building.
• Sort and distribute incoming mail to the Government POC identified on the mail.
• Perform the non-discretionary, clerical task of transcribing into the Command's Personnel Action tool to populate Standard Form 52 (SF-52) packages.
• Accurately transcribe the data provided into the electronic SF-52 form and attach any other documents included in the package.
• Submit the package into the system's pre-defined electronic routing chain for all required Government reviews, signatures, and approvals.
• Perform records management of documents generated within the office and received as GFI.
• Prepare, edit, and log documents for Code 15 Department-wide and programmatic level requirements.
• Create, type, merge, revise, update, format, proofread, serialize, print, prepare, and route documents, presentations, Naval Messages, and correspondence.
• Prepare CLASSIFIED GFI for distribution or mailing, mailing labels, forwarding letters, and custody receipt forms as needed.
• Maintain CLASSIFIED document logs and hand-deliver CLASSIFIED GFI to Naval Undersea Warfare Center (NUWC) control points (Secret Control, CLASSIFIED Document Library, Security, Mail Room).
• Scan signed documents and upload the scanned document and the route sheet to the appropriate folder.
• Copy, scan, and collate the provided GFI documents.
• Route incoming correspondence requiring a signature to the appropriate signatory.
• Return documents to the requestor or continue the routing process as appropriate after signatures are obtained.
• Compile program briefing schedule and draft presentation materials provided by the government into cohesive presentation materials.
• Ensure that all correspondence and documents requiring tracking are properly recorded and updated in the correspondence log.
• Enter, verify, and retrieve data from existing Government databases to create and print reports.
• Review timekeeping data in ERP against leave requests within Fiori to verify that timecards are entered and accurate and that all leave requests are accounted for within Fiori.
• Compile a consolidated report of all entries and any identified discrepancies (e.g., missing time, inconsistencies with leave slips) and provide this report to the designated Government POC for review and action.
• Notify the Code 15 supervisor once timecards have been reviewed and corrections have been made by the applicable Government employee.
• Provide availability, attendees, audio/visual, and video-teleconferencing requirements for meetings.
• Reserve conference rooms for meetings and events.
• Compile meeting, leave, and travel schedules into the Department POC's calendars.
• Prepare Code 15 Department and Program Meeting Agendas for Government review.
• Draft travel orders, vouchers, and training requests in the Defense Travel System (DTS).
• Track orders, vouchers, and requests through approval and notify any approvers of any urgent requests based on short suspense travel dates.
• Support Code 15 personnel in reserving location, coordinating attendance, and ensuring that Classification Guidelines are clearly posted, meeting requests are disseminated, and visit requests are submitted.
• Prepare meeting materials and record meeting minutes under government direction.
• Ensure approval, registration, and logistics associated with travel to and from off-campus events are addressed for attending Code 15 personnel.
• Research applicable Security Management Office (SMO) Codes and Points of Contact (POC) and enter visit requests in the Defense Information System for Security (DISS).
• Contact the receiving activity to request confirmation of receipt of visit requests.
• Notify the Government requester that the visit request has been submitted upon receipt of confirmation from the receiving activity.

Benefits

• Health/Dental and Vision
• Paid Time Off per Year: Up to 80 hours per year, which starts accruing on the day of hire.
• Sick Leave per Year: Up to 56 hours per year, which starts occurring on the day of hire.
• Paid Federal Holidays: Twelve (12) Paid Federal Holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree