Job specifications are intended to present a descriptive list of the range of duties performed by employees. Specifications are not intended to reflect all duties performed within the job.
SUMMARY:
Works directly with the Government personnel in meeting the administrative needs of the project and its staff. The position is covered under the Service Contract Act (SCA).
ESSENTIAL DUTIES AND RESPONSBILITIES:
• General secretarial/clerical duties and support roles.
• Answers/screens incoming calls in a professional manner.
• Receives/greets visitors and maintains a visitor log.
• Provides customers with accurate information on administrative support processes, procedures, and documentation requirements.
• Schedules meetings and appointments.
• Provides meeting support.
• Receive, type, change and process documents in accordance with Naval Correspondence Manual or associated guidance for specific format.
• Maintains master files of correspondence.
• Receive/review incoming correspondence, establish controls on certain items and prepare replies.
• Maintain a Point of Contact (POC) listing to include employee muster list.
• Complete signature routing, tracking, and distribution of documentation.
• Copy, scan, fax, bind, route, file, distribute, archive, shred, and dispose of data documentation.
• Process timecard entries, timecard reports, training requests, and shipping documents.
• Receive, sort, distribute and prepare incoming and outgoing mail.
• Use Government systems to process requisitions, training requests, work requests, etc.
• Coordinate travel arrangements for personnel to include assisting with travel orders.
• Establish, maintain, and update the office filing system in accordance with policy.
• Receive and coordinate accurate and timely actions items, requests, and data calls.
• Maintain inventory of office supplies and use approved procurement process for replacement.
• Inform personnel of important office matters during their absence from the office.
• Travel on base may be required for pick-up/delivery of official information.
• Performs maintenance on and monitors status of office equipment. Calls for service when required.
• Aid in the disposal of excess or non-functioning equipment.
• Execute new employee on-boarding process.
• Perform muster procedures.
• Maintain Branch calendars (e.g. – employee leave, temporary duty, and work/conference room).
• Maintain Key inventory.
• Coordinate plant account inventories.
• Establish and maintain Standard Operating Procedures (SOPs) for clerical/secretarial duties.
• Some work is completed without established procedures.
NON-ESSENTIAL DUTIES AND RESPONSBILITIES:
• Other duties as assigned.
• May require occasional travel.
QUALIFICATIONS, EXPERIENCE AND LICENSURE:
• High school diploma/GED or equivalent.
• Two (2) years of experience creating and maintaining documentation and data management systems.
• Must hold a valid Driver’s License in order to operate Government Furnished Vehicles: May be required to produce a Department of Motor Vehicles (DMV) driving record. Individuals whose DMV driving records include DUIs or DWIs within the last 11 years will not be approved.
• Experience providing general administrative support in all facets of clerical administration.
• Experience taking notes and converting into formal meeting minutes.
• Experience editing formal documentation and reformatting written and electronic draft documents in accordance with specified Government or business formats.
• Experience in the handling and storage of classified or sensitive Personally Identifiable Information (PII) materials.
• Experience maintaining inventory of office supplies and ordering new supplies.
• Active Secret security clearance required with the ability to successfully obtain a Top Secret or Top Secret/SCI within 2 years.
KNOWLEDGE, SKILLS AND ABILITIES:
• Proficient in Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Outlook, and Access) and Adobe.
• Ability to keyboard 40 words per minute.
• Demonstrated ability (through experience) to work independently and communicate effectively both orally and through formal reports.
• Demonstrated ability (through experience) to multi-task, perform and communicate professionally, including professional phone etiquette.
• Demonstrated proficiency with support functions for meetings, maintaining formal filing systems, scanning, faxing, answering phones and taking messages, managing a calendar and scheduling appointments.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT:
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is typically performed in a controlled office environment. While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time.
The noise level in the work environment is usually moderate.
SUPERVISORY RESPONSIBILTIES:
None
ADDITIONAL QUALIFYING FACTORS:
Requires a Secret security clearance. Must have the ability to obtain and maintain a Top Secret or Top Secret/SCI security clearance. In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States and for TFSI are required. May require occasional travel.
The Tatitlek Corporation gives hiring, promotion, training, and retention preference to Tatitlek shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.
As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected.
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