Secretary II

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 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 RESPONSIBILITIES:

* Performs general secretarial/clerical duties and support roles.
* Answers/screens incoming calls in a professional manner.
* Receives/greets visitors and maintains a visitor log. Completes Expected Visitor Forms for potential visitors.
* Provides customers with accurate information on administrative support processes, procedures, and documentation requirements. Formats slides on unclassified and classified IT systems and ensures proper classification markings.
* Schedules and supports meetings and appointments to include recurring meetings held by the (SES) Dahlgren Technical Director, Command Staff, and Commanding Officer. Coordinates Sensitive Compartmented Information Facility (SCIF) conference room meetings and de-conflicts schedules in accordance with SCIF Standard Operating Procedures (SOPs). Updates SCIF SOPs as needed.
* Maintains equipment inventory in each room of the SCIF.
* Prints and hangs SF701s and SF702s and provides previous months to the SCIF custodian.
* Receives, types, changes, and processes documents in accordance with Naval Correspondence Manual or associated guidance for specific format.
* Reviews and responds to email from leadership and supported personnel, and multiple outside agencies to coordinate meetings and verify clearances to include verifying clearances for individuals accessing Top Secret/SCI controlled areas.
* Serves as the facility escort and POC for all SCIF meetings. Sets up the SCIF conference room IT to include managing 00G video equipment and establishing seating configurations to support meetings.
* Interfaces with personnel using the space to ensure the Scientific and Technical Intelligence Liaison Officer (STILO) Conference Request documents reflect proper room usage.
* Collects links from STILO employees and organizes them into one structured email and sends them to Secret Internet Protocol Router (SIPR) distro.
* Maintains door sign with current STILO members and up-to-date contact information.
* Schedules monthly briefs, organizes attendees, coordinates the waitlist, and checks in employees.
* Maintains a folder of visitor clearances and TS/SCI clearance holders from the security team.

* Assists in periodic security checklist reviews and inspection preparations.
* Accesses classified websites to check video teleconference (VTC) statuses and to download various briefings.
* Schedules VTC meetings through the Office of Naval Intelligence (ONI).
* Submits badge access forms for individuals within 00G, 00T, and executive NSWCDD personnel.
* Updates 00G Org chart to reflect current in MS Teams.
* Checks/updates Archibus database to reflect 00G personnel and Command staff.
* Submits ONESTOP trouble tickets for Branch leadership and personnel and submits ONSTOP requests to fix accounts, reactivate ports, and software access.
* Assists with property pass requests and conference requests (CORQ) for 00G.
* Coordinates building facility support for 00G Branch employees and Branch Head.
* Completes media destruction for 00G.
* Completes documentation required to send classified packages to sponsors.
* Submits Secret Level Visit Access Requests (VARs) through the clearance program and submits SCI Level VARs through ONESTOP.
* Submits SAAR-N requests for new hires, New Employee Developmental Assignments (NEDA), and Details access and accounts.
* Manages out-processing of 00G personnel including retirement packages.
* Assists personnel in coordinating with Defense Travel System (DTS) POCs and travel resources.
* Attends mandatory meetings that enhance knowledge and understanding of the roles of a secretary.
* Maintains master files of correspondence.
* Completes signature routing, tracking, and distribution of documentation.
* Copies, scans, faxes, binds, routes, files, distributes, archives, shreds, and disposes of data documentation.
* Processes timecard entries in ERP to include overtime/comp time requests, timecard reports, training requests, and shipping documents.
* Coordinates with Graphics Department for graphic design support from 00G.
* Receives, sorts, distributes and prepares incoming and outgoing mail.
* Uses Government systems to process requisitions, training requests, work requests, etc.
* Maintains inventory of office supplies and use approved procurement process for replacement.
* Travels on base to pick-up/deliver official information.
* Performs maintenance on and monitors status of office equipment. Calls for service when required.
* Aids in the disposal of excess or non-functioning equipment.
* Performs fire drill/muster accountability using up-to-date employee muster list.
* Maintains Branch calendars (e.g. - employee leave, temporary duty, and work/conference rooms).
* Maintains key inventory.
* Coordinates plant account inventories.
* Establishes and maintains Standard Operating Procedures (SOPs) for clerical/secretarial duties. Maintains new hire SOPs.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

* 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 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.
* Knowledge of Open Storage Secret (OSS) SOPs is a plus.
* Active Top Secret/SCI security clearance is required.

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.
* Demonstrated ability to provide excellent customer service, initiative, agility, adaptability, and social awareness skills.

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 RESPONSIBILITIES:

None

ADDITIONAL QUALIFYING FACTORS:

Requires an active Top Secret/SCI security clearance. Must have the ability to obtain and maintain a 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.

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.