Secretary (Full-Time) - Cody, WY

VetJobs•Cody, WY

4d•Onsite

About The Position

Akima Facilities Operations is seeking a Secretary in Cody, Wyoming. The position provides principal secretarial support, usually to one individual and sometimes to that individual’s subordinate staff. The Secretary maintains a 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 work may involve office software and automated systems. The Secretary handles varied office situations under the supervisor’s general instructions and priorities. Duties include managing calls, visitors, correspondence, appointments, meetings, documents, data entry, travel arrangements, invoices, files, and administrative paperwork. The role uses WAPA systems and software, including Microsoft Office, financial, procurement, timekeeping, and travel systems. Additional duties may be assigned by the supervisor in line with the position and WAPA department.

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.

Responsibilities

Handle differing 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 routine requests for information about office procedures; route other requests appropriately; 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 when required and record and report on proceedings.
Review outgoing materials and correspondence for consistency and procedural compliance, including confirming that required clearances have been obtained.
Collect information from files or staff for routine inquiries and periodic reports; refer non-routine requests to the supervisor or staff.
Explain office procedure requirements to subordinate staff, coordinate personnel and administrative forms, and forward them for processing.
Use WAPA systems and software, including Microsoft Outlook, Word, Excel, PowerPoint, and automated timekeeping, financial, procurement, and travel systems.
Prepare documents in final format from drafts or handwritten materials, including letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications, and legal documents.
Check documents for accurate spelling, grammar, punctuation, and formatting before finalizing.
Process outgoing letters and memorandums, ensuring enclosures, attachments, cc, and bcc are included correctly.
Perform data entry and electronic file support for purchase requisitions, purchase reservations and orders, training and travel forms, daily work reports, and time and attendance.
Enter data in FIMS, STRIPES, ATAAPS, and other required programs.
Make travel arrangements while considering regulations, routes, cost, availability, and conveyance; complete travel forms or enter information in Concur; and notify personnel of arrangements.
Plan itineraries and travel 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; maintain and organize files; and close out files and contracts for storage.
Assist with non-PII paperwork concerning 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.