Secretary 2, Chi-Chack

Location: Dahlgren, Virginia

Job Title: Secretary II

Classification: Fulltime, nonexempt, hourly position

Clearance: Active Secret Clearance

This position is covered under the Service Contract Act (SCA)

*This position is contingent on contract award*

About Chi-Chack

Chi-Chack is an SBA certified 8(a) women-owned small business with over 17 years of experience providing professional and educational services to defense clients and government agencies. Headquartered in Tacoma, WA, the company maintains a nationwide workforce consisting of language instructors, Subject Matter Experts (SMEs), and training and education professionals.

POSITION SUMMARY: The Secretary II position will support the Naval Surface Warfare Center Dahlgren Division (NSWCDD) and Dam Neck Activity (DNA) with tasks up to the Secret level. This position provides principal secretarial support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer and screen incoming telephone calls in a professional manner. Determine the nature of calls and refer the caller to the appropriate personnel or office. Record a written or electronic message if the requested person is not available. Answer routine customer questions providing customer support and personally respond and take for action any call related to office procedures or processes. The Contractor shall maintain telephone contact with other personnel in support of the Department, Division, Branch, or Program Office being supported.

• Receive, greet, and screen visitors. Determine the nature of the visit and direct the visitor(s) to the appropriate person.

• Maintain a log of all visitors.

• Provide staff and customers with accurate and complete information on administrative support process, procedures, and documentation requirements.

• Schedule appointments/meetings.

• Provide support for meetings on and off NSWCDD location. Meeting support includes:

• Scheduling room(s) for meetings.

• Set up room with necessary materials and equipment.

• Prepare and maintain attendee list and provide to Department Point of Contacts (POCs).

• Coordinate with Public Affairs to execute the NSWCDD Very Important Person (VIP) process.

• Coordinate visit requests.

• Verify clearances in Joint Personal Adjudication System (JPAS) or current system of use (Defense Information System for Security (DISS).

• Coordinate for reserved parking.

• Print out multiple copies of any slides and documents needed.

• Coordinate with Information Technology (IT) for meeting support.

• Arrange for appropriate telecommunications and audiovisual equipment.

• Coordinate shipping and receiving of items for meetings/training.

• Ensure appropriate office supplies are available during meeting.

• Man the door during classified meetings to ensure only authorized personnel are allowed entry.

• Perform attendance check-in during meeting/conference.

• Assist with audiovisual equipment, manage slides, and telecom equipment.

• Schedule bridge lines and Microsoft Teams meetings.

• Take notes during meeting, prepare minutes/notes for the meeting coordinator, and distribute to attendees when requested.

• Record and report on the proceedings and maintain tickler file for action items.

• Return meeting room to original configuration at conclusion of meeting.

• Shall have ability to travel off base or across base to other buildings/locations to support meetings. Government vehicles shall be used for this task when available.

• Maintain master files and log of all correspondence issued by Branch, Division, or Department.

• Receive and review incoming correspondence, establishing controls on certain items, and prepare replies to administrative correspondence not requiring the Branch, Division, or Departments attention. Contractor shall route correspondence to appropriate staff member.

• Maintain a point of contact listing to include employee muster list. Assist in mustering personnel in response to emergency drills (such as fire, hurricane, maintaining Emergency Action Plan).

• Complete signature routing, tracking, and distribution of documentation.

• Copy, sort, scan, reduce, fax, bind, route, file, download, track, distribute, archive, secure, shred, and dispose of data/documentation.

• Receive, sort, distribute, and prepare incoming and outgoing mail.

• Using Government systems, process requisitions, training requests, telephone work requests (TWS), One Stop, visitor clearances, visit requests, overtime and compensatory time requests, Government vehicle requests, building access requests, building work requests, and property passes. Currently, these systems consist of Integrated Budget Planning & Execution System (IBPES), JPAS / DISS, Navy ERP, SCOPE, and the applications listed on the NSWCDD Homepage.

• Coordinate travel arrangements for personnel to include assisting with travel orders by utilizing the Defense Travel System (DTS) to book travel, enter orders, and forward to Government official for approval, prepare travel order amendments, research Per Diems, airfare, parking options, retrieve orders, and collection of receipts to enter travel claims.

• Establish, maintain, and update office filing systems (both hard copy and electronic) in accordance with NSWCDD Records Management policies.

• Receive and coordinate accurate and timely action items, requests, and data calls.

• Maintain inventory of office supplies and use approved processes for replacement.

• Receive information and post on the official Government Bulletin Board.

• Work with NSWCDD Public Affairs for all distinguished visitors to the Branch/Division/Departments.

• Travel on base shall be required for pick-up or delivery of official information in the course of daily business, to include classified materials. Government vehicles shall be used for this task when available.

• Upload documents and emails into appropriate folders on the SharePoint site or other department identified repositories for use and retention.

• Maintain and search SharePoint or other department identified repositories for appropriate documents and information.

• Upload documents and emails into Total Records Information Management (TRIM) / Corporate Management Document System (CDMS) in accordance with NSWCDD Records Management policies.

• Provide clerical/secretarial support in the absence of Government clerical/secretarial personnel on a temporary basis to ensure continual office coverage and support.

• Monitor work flow to and from the Branch/Division/Department/Program Offices. The Contractor shall handle different situations, problems, and deviations in the work of the office according to general instructions, priorities, duties, policies and goals.

• Perform user maintenance on office equipment and call for services when required. Monitor the status of office support equipment (to include copiers, printers, fax machines, shredders). Replace printer and plotter supplies as needed and dispose of according to standard operating procedures.

• Aid in the disposal of excess or non-functioning equipment.

• Maintain minutes of all staff meetings and visits and post on SharePoint or other department identified repositories after approval.

• Execute the New Employee Onboarding process, including updating New Employee Use Form (NEUF), emergency POC information, door and zone forms and signage, MILCONNECT.

• Perform muster procedures.

• Maintain Branch/Division/Department/Program Office calendars (to include, employee leave, temporary duty (TDY), and work room requests).

• Coordinate plant account inventories.

• Establish and maintain Standard Operating Procedures for clerical/secretarial duties.

• Collaborate with the technical community to identify and implement process improvements, and resolve issues within the Division.

• Provide support for visually impaired, blind, and other disabled personnel with various tasks, including but not limited to:

• Assist in completing tasks when accessible software is not compatible with the Government employee’s office equipment.

• Assist with reading aloud from a variety of documents, including reading for the purpose of recording on tape.

• Describe verbally various illustrative materials such as pictures, charts, drawings and symbols.

• Assist Government personnel at presentation briefings/meetings in displaying information in MicroSoft (MS) PowerPoint, MS Excel and MS Teams formats.

• Describe verbally various illustrative materials such as pictures, charts, drawings and symbols.

• Assist with reading and signing hard copy documents by guiding impaired individuals hand across paper to appropriate area for signature.

• Assist with reading and signing electronic documents by guiding impaired individuals hand over computer mouse to appropriate area on computer screen for acknowledgement of approval.

• Assist with reading and completion of electronic training by guiding impaired individuals hand over computer mouse to appropriate area on computer screen for acknowledgement, answering questions, progressing through training screens and acknowledgement of completion of training.

• Assist with travel to and from meetings and training events with use of Government vehicle. Contractor shall assist impaired personnel into building to the assigned room of the meeting or training event and return (when called) to the assigned room assisting the impaired personnel to the vehicle to be transported back to their office space.

• Assist with data entry into automated business application tools to include Corporate Incentive Pay Application (CIPA) performance tool, Personnel Addendum (PA) tool, Honorary Awards tool, and NSWCDD trackers by guiding the impaired individuals hand over the computer mouse or entering the data into the tool that the impaired individual shares with the Contractor.

• Contractor shall provide assistance to more than one employee with a disability when needed as long as the primary impaired personnel they support in their work area are not in need of immediate tasking to be completed by the Contractor.

• Establish and maintain Standard Operating Procedures for duties assisting impaired personnel.

• Other tasks as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIRED:

• Secret Clearance.

• Two (2) years of experience creating and maintaining documentation and data management systems.

• Experience providing general administrative support in all facets of clerical administration.

• Proficient in Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams and Access), and Adobe.

• Able to type 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.

• 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 with receiving and greeting visitors professionally.

• Experience in the handling and storage of classified or sensitive (i.e., Personally Identifiable Information (PII)) materials.

• Experience maintaining inventory of office supplies and ordering new supplies.

Physical and Environmental Requirements:

• May be required to use computer screen for extensive periods of time.

• Occasional lifting of 15 to 20 lbs.

• Extended working hours and travel may be necessary.

What We Offer: (benefits vary based on FT, PT, or On-Call status)

• Benefits offered include Medical, Dental, and Vision insurance

• Employer-paid Life insurance, long-term disability and short-term disability

• Paid time off -including 11 Holidays

• Participation in the Chi-Chack LLC 401(k) plan

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.

Equal Employment Opportunity

Chi-Chack LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to unlawful considerations of race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, sensory, physical, or mental disability, marital status, veteran or military status, genetic information, or any other characteristic protected by applicable laws, regulations and ordinances. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

E-Verify

This company participates in the E-Verify Employment Verification Program.

Background, Credit, and Criminal History Check

Due to the nature of the company’s work, certain positions may require completion of a successful background, credit, and/or criminal history check.