Office and Administrative Clerk

Office and Administrative Clerk

Joint Base Pearl Harbor-Hickam, HI, US

3 days ago Requisition

Ho'olaulima Government Solutions LLC (HGS) is a Small Business Administration-certified, Native Hawaiian Organization-Owned, 8(a) Small Business that provides services and solutions in the areas of Environmental Services, Information Technology Services, Healthcare Services and Professional and Technical Services to the Department of Defense and other Federal agencies.

HGS is a wholly-owned subsidiary of the Kina'ole Foundation, a 501(c)(3) non-profit established to benefit Native Hawaiian communities.

You will receive a comprehensive benefits package that includes:

• Health insurance
• Life insurance
• 401K
• ...and much, much more!

Job Description: The Office and Administrative Clerk will independently provide program support services as Office and Administrative Clerk in the support of NAVFAC Pacific.

Duties and Responsibilities:

• Provide comprehensive administrative and clerical support to NAVFAC Pacific Planning, Design, and Construction (PDC), including responding to telephone calls and visitors, managing leadership calendars, coordinating meetings and appointments, preparing briefing materials, maintaining files, and processing incoming and outgoing correspondence.
• Manage and coordinate ETMS2 tasker packages, monitor suspense dates, send reminders, and ensure responses are submitted and loaded into the system on time.
• Provide correspondence management support in accordance with the Navy Correspondence Manual, including assigning tracking numbers, routing documents for signature, processing Navy message traffic, and maintaining electronic and hard-copy records.
• Support records and forms management, including tracking required training, conducting spot checks, supporting records migration to Microsoft 365, attending working groups, and communicating records-management guidance.
• Prepare and submit requests for office supplies, printing, and maintenance for approval. Coordinate resolution of printer issues in accordance with CIO guidance and ensure Office Services Requests (OSRs) are properly reviewed and resourced using the applicable Job Order Number (JON) and Work Center (WC).
• Type a variety of documents from draft to final version, including memoranda, reports, forms, spreadsheets, and similar materials. Proofread for grammatical and spelling errors and prepare routine non-technical letters and form letters using Microsoft 365.
• Provide data input into various systems, including Word, Excel, PowerPoint, Financial System ERP, Maximo, ie Facman, Advana, BSO-52 Analytics FM Dashboard, Budget Tracker, and SLDCADA in support of administrative duties. Maintain the correspondence log, serialize outgoing correspondence, and update and maintain office calendars, office recall/contact lists, and leave requests in MS Outlook and MS Teams.
• Support new employee check-in/check-out and in-processing activities.
• Maintain supervisors' calendars, schedule appointments, and coordinate meeting rooms and recurring meetings.
• Prepare and organize conference materials, flyers, booklets, and handouts.
• Maintain office records, including personnel files, time and attendance, correspondence logs, property inventories, and annual training requirements.
• Support minor property inventory and coordinate NMCI software and hardware requirements.
• Review outgoing correspondence and materials for consistency and proper clearance.
• Coordinate personnel and administrative documentation for new employees.
• Safeguard Personally Identifiable Information (PII) and coordinate with NAVFAC business and support lines to ensure a smooth onboarding process.
• Support PDC travel requirements through the Defense Travel System (DTS), including preparation of travel orders and vouchers, travel reimbursement processing, and transportation coordination.
• Process requisitions and purchase requests for office supplies, training, equipment, printing, maintenance, and other office requirements using applicable systems.
• Support Leadership Meetings by coordinating agenda items and operating meeting presentations in person and through Microsoft Teams.
• Maintain organizational charts, telephone and photo charts, floor maps, correspondence logs, contact lists, and other administrative records.
• Manage and monitor department NFAAS updates are completed on time.
• Review claims for reimbursement.
• Complete bulk SF182 Training request in NAVFAC training official system.
• Validate and communicate with managers timecards are certified in SLDCADA.
• Distribute, manage, and monitor sufficient supplies are on hand for personal protective equipment for PDC.
• Support SharePoint administration and PDC IT Community activities, including serving as a SharePoint site owner, and assist with MiFi and laptop inventory management.
• Provide Space Manager coordination, Dr. Checks account support, Acquisition Readiness support, and other administrative activities as required.
• Must possess intermediate proficiency in office automation software,…