Administrative Assistant Jobs

About The Position

Requirements

• Secret or above clearance

Nice To Haves

• Prior administrative/office management experience supporting the U.S. Navy, Department of Defense (DoD), NAVSEA, or NUWC environment.

Responsibilities

• Provide in-person front desk coverage each workday for the Department Head and each Division Head's office.
• Answer incoming telephone calls and either transfer the call, record and deliver a message, or forward the caller to the appropriate voicemail.
• Ensure constant phone coverage during the workday, including forwarding calls to another Contractor admin when necessary.
• Greet visitors, determine the nature of their visit, and direct them to cognizant Government personnel.
• Coordinate interviews and print documentation.
• Update and maintain building Muster Lists, Code 15 emergency recall lists, and other Code 15 personnel tools located on Division Teams pages.
• Monitor printer/copier functionality and submit trouble tickets when equipment is not working properly.
• Monitor paper and toner levels for printers, copiers, and fax machines and inform the Government POC when service calls or supplies are needed.
• Inventory and organize office supplies and provide a list of recommended consumable office supplies.
• Package and prepare mail for distribution or mailing, both internal and external to NUWCDIVNPT, and sort and distribute incoming mail.
• Perform the non-discretionary, clerical task of transcribing Government Furnished Information into the Command's Personnel .Action tool to populate Standard Form 52 (SF-52) packages.
• Accurately transcribe Government-provided information into designated fields, attach Government- provided supporting documents, and submit assembled packages into the predefined electronic routing chain for Government reviews, signatures, and approvals.
• Prepare, edit, and handle documents and correspondence for Code 15 Department-wide and Programmatic level requirements.
• Perform records management of documents.
• Prepare, edit, and log documents; 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, including mailing labels, forwarding letters, and custody receipt forms.
• Maintain CLASSIFIED document logs and hand deliver CLASSIFIED GFI to NUWC control points.
• Scan, copy, collate, upload, file, and route documentation.
• Route incoming correspondence requiring signatures to the appropriate Government personnel.
• Compile presentation materials, including highlights, technical documentation, graphics, briefs, roadmaps, charts, and reports.
• Maintain correspondence logs.
• Enter, verify, and retrieve data to create and print reports from existing Government databases.
• Review timekeeping data in ERP against leave requests within Fiori to verify timecards are entered and accurate and that leave requests are accounted for.
• Compile consolidated reports identifying entries and discrepancies and provide them to the designated Government POC for review and action.
• Reserve conference rooms based on Government-provided room availability, number of attendees, audiovisual requirements, and video- teleconferencing requirements.
• Compile meeting, leave, and travel schedules into Department POC calendars.
• Prepare Code 15 Department and Program Meeting Agendas for Government review.
• Draft Temporary Duty (TDY) travel orders, vouchers, and training requests in the Defense Travel System (DTS).
• Track orders, vouchers, and requests through the approval process and notify approvers of urgent requests based on short-suspense travel dates.
• Support Code 15 personnel with meeting and visit requirements, including reserving locations, coordinating attendance, ensuring Classification Guidelines are posted, disseminating meeting requests, and submitting visit requests.
• Under Government direction, prepare meeting materials and record meeting minutes.
• Support approval, registration, and logistics for off-campus meetings and conferences.
• Research applicable Security Management Office (SMO)Codes and Points of Contact and enter visit requests into the Defense Information System for Security (DISS).
• Contact receiving activities to confirm receipt of visit requests and notify Government requestors following confirmation.

Benefits

• Health, Vision, and Dental Insurance
• matching 401k plan