On-Call​/Intermittent Secretary II Security Clearance

Responsibilities

Provide general secretarial and clerical duties to support branches, divisions, departments, or program offices. Duties may include:

• Provide on-call/intermittent administrative and secretarial backfill support during extended employee leave, vacancies, or other temporary coverage gaps.
• Answer and screen incoming telephone calls.
• Receive, greet, and screen visitors.
• Maintain logs, listings, office files, records, and tracking documents.
• Schedule appointments, meetings, conference rooms, and other office activities.
• Support meetings on and off NSWCDD locations.
• Receive, review, type, edit, and process correspondence and documents.
• Prepare correspondence and documents from rough draft, handwritten notes, verbal direction, or email.
• Sort, route, track, distribute, copy, scan, fax, file, download, archive, shred, and dispose of documentation.
• Process timecards, training requests, and shipping documents using Navy ERP or other Government systems.
• Establish, maintain, and update office filing in accordance with NSWCDD Records Management policies.
• Receive, coordinate, and act on data calls.
• Maintain and replace inventory of office supplies.
• Coordinate with NSWCDD Public Affairs for distinguished visitors, as required.
• Designate and reserve parking spaces for VIP visitors.
• Travel on base for delivery and pick-up of official information using a Government vehicle.
• Create spreadsheets and PowerPoint presentations.
• Upload, maintain, and search documents for retention purposes in SharePoint or other identified repositories.
• Assist Government staff with daily administrative requirements.
• Provide guidance and review work of lower-level secretarial staff in the absence of a Government or Contractor senior-level secretary.
• Provide clerical support in the absence of Government clerical, secretarial, or administrative personnel.
• Perform basic maintenance on office equipment and call for service when needed.
• Replace printer, plotter, copier, fax, and shredder supplies as needed.
• Assist in the disposal of excess equipment.
• Maintain office calendars and key inventories.
• Coordinate plant account inventories.
• Perform muster procedures.
• Support new employee onboarding processes.
• Use Government systems and applications such as IBPES, DISS, Navy ERP, DTS, NSWCDD homepage applications, and other required tools.
• Process Telephone Work Requests, IT MAC requests, visitor clearances, visit requests, overtime requests, compensatory time requests, property passes, and travel orders.
• Establish and maintain Standard Operating Procedures for clerical and secretarial duties.
• Demonstrate a professional demeanor and communicate effectively both orally and in writing.

• Clerical, secretarial, and administrative tasking.
• Completing tasks when accessible software is not available or compatible with current office equipment.
• Reading aloud documents, reports, mail, and other work-related items.
• Describing illustrative materials such as pictures, charts, drawings, and symbols.
• Reading and signing hard-copy documents.
• Completing electronic training.
• Timekeeping entry and approval.
• Data entry into automated business applications and Government tracking tools.
• Researching creative and innovative technological solutions that support greater independence.
• Guiding employees to the appropriate location on documents or within data systems for signature or approval.
• Transporting impaired employees to meetings and training events using a government vehicle, when required.

• Must be a U.S. Citizen able to obtain and maintain a Government DoD Secret clearance. Preference will be given to candidates already possessing active Secret clearance.
• Two (2) years of work-related experience creating and maintaining documentation and data management systems.
• Experience providing general administrative support in all facets of clerical administration, preferably at the Branch level and in support of Government leadership and military personnel.
• Proficiency in Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Outlook, Access), and Adobe.
• Ability to type 40 words per minute.
• Demonstrated ability to work independently…