Title: SecretaryLocation: Springfield, VAReports To: Project Manager FLSA Status: ExemptJob Summary: Provides day to day support to one or more NGA offices or management. Applies judgment and initiative to determi|
ne the approach or action to take in both routine and non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents and practices which are not always completely applicable to changing situations. Duties include or are comparable to the following:
Maintain office calendars
Based on knowledge of the supervisor views, prepare correspondence on own initiative about administrative matters and general office policies for supervisor's approval.
Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meeting, telephone calls, etc., and informs supervisor on matters to be considered.
Read publications, regulations and directives and takes actions or refers those that are important to the supervisor and staff.
Prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence and other offices, etc. under general directions.
Advises secretaries in subordinate offices on new procedures; requests information needed from the subordinate offices for periodic or special conference, reports, inquiries, etc. Shifts clerical staff to accommodate workload needs.
Additional Duties include, but are not limited to, the following general office tasks:
Correspondence preparation, timesheet support, timekeeping, schedule management, receptionist duties, Office Automation
Preparing office correspondence such as form letters, reports, tables, spreadsheets and other printed material; editing and reformatting correspondence
Establishing and maintaining computer based records files (e.g. document logs, supply management, personnel information, office expenditures, etc.).
Operating a computer, typewriter, calculator or other input device. The business partner must be capable of using the MS Office automation suite of programs. Administrative support personnel will use office automation to prepare complex documents. For instance, personnel may be responsible for managing office records that document all office activities using spreadsheet applications.
Opening mail and controlling mail distribution.
Fulfilling receptionist duties inclusive of responding to routine telephone calls and providing information to the general public and to other NGA employees.
Reviewing documents in accordance with NGA correspondence procedures; managing all office correspondence; tracking actions such as agency-controlled correspondence; editing and reformatting agency-controlled correspondence in accordance with agency procedures.
Managing time and attendance related office records such as leave requests, timesheets, overtime and comp time, including inputting time and attendance reports into the Defense Civilian Pay System (DCPS) database.
Handling all Schedule Management activities and maintaining the office calendar inclusive of scheduling appointments and meetings.
Maintaining property management data using the Defense Property Accountability System (DPAS).
Copying and scanning documents.
Personnel will follow Government furnished information directives, Standard Operating Procedures, etc.
3 + years experience in administrative role or related profession
Demonstrated knowledge of government best business practices
Excellent oral and written communications skills
Expert understanding of Microsoft Office (Outlook scheduling, advanced Word editing, Excel spreadsheet and PowerPoint briefing slide development)
Ability to multitask and deliver quality products within specified timelines
Active TS/SCI security clearance
Minimum 1-2 years experience in Defense Travel System (DTS)
Minimum 1-2 years experience in Defense Civilian Pay System (DCPS)
Minimum 1 years experience in PeopleSoft
Degree in Administration or Training in specific area i.e. DTS/DCPS/PeopleSoft is equivalent to 2 years experience
GRS is a management consulting company to government and business that offers great career opportunities and a comprehensive slate of employee benefits to our employees including medical, dental, short/long term disability, life insurance and a retirement plan. To learn more about GRS visit www.grsco.com. GRS is an equal opportunity employer and we are proud of our diverse environment; EOE, M/F/D/V.
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