Administrative Secretary II

                          Full Job Description                              

Title                                           Secretary II

Work Location:                       Onsite at Miami, FL

Duration:                                Fulltime

SECRETARY II

The Service Provider shall use office automation hardware and software, including work processing, and related equipment (e.g., printers, scanners) to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts, and to update or revise existing data bases. The Service Provider shall prepare and type correspondence including but not limited to letters, memorandums, transmittal documents, supply requests, reports, etc. The Service Provider shall review outgoing correspondence for proper format, grammar, and spelling. The Service Provider shall assure that all correspondence is properly coordinated and copies are correctly distributed and filed. The Service Provider shall transmit and receive documents and messages electronically using a workstation that is networked or linked to other computers. The Service Provider shall also use a manual or electric typewriter to perform some typing duties

Performance Standard

Successful Performance requires that documents are completed professionally and all deadlines are met. The Service Provider shall answer telephone calls. The Service Provider shall screen telephone calls, including but not limited to calls from a cross section of the public as well as elements of GSA and other Government agencies, and respond to their needs or refer them to another appropriate staff member.

Performance Standard

Successful performance requires that calls are answered by the third ring or receive an updated voice mail recording, and messages are returned and or relayed within 2 hours, in accordance with office guidelines. There will be no more than 3 valid complaints involving timeliness or quality occurring during any 2 individual months of the performance period. The Service Provider shall support procurement activities. The Service Provider shall inventory and order supplies and equipment as necessary. The Service Provider shall assist in the development of management reports and briefings. The Service Provider shall assemble data and type management reports including but not limited to areas such as accidents, mail, records, inventory, uniform allowance and controls, telephone requests and billings, Federal Procurement Data Sheet Reports (FPDS) and other special and recurring reports as required. The Service Provider shall assist in the development of briefing materials including but not limited to graphic charts, handout documents, etc. The Service Provider shall provide data and computations to the requester within 8 working hours after receipt. The Service Provider shall submit monthly copier readings reports

Performance Standard:

Successful performance requires that reports are prepared in accordance with agency guidelines and/or the GPO Style Manual with no more than one document per month returned because of errors of any type. Successful performance also requires that data and computations are correct, with no more than 4 documents being returned per month because of incorrect information. The Service Provider shall schedule and coordinate meetings. The Service Provider shall make all necessary arrangements for conferences and meetings as directed including but not limited to conference/meeting location, time, attendees, coordinating conference call capability, hotel reservations, development and assembly of background. The Service Provider shall attend meetings. This includes recording and distributing meeting minutes.

Performance Standard

Successful performance requires that meetings are scheduled accurately 95% of the time with no more than 3 errors or deviations occurring during any 2 individual months of the performance period. The Service Provider shall maintain electronic and paper files. The Service Provider shall establish, maintain and revise administrative files to meet current office needs. Files shall be both electronic and paper "hard copy". The Service Provider shall place documents (both electronic and hard copy) in appropriate file locations. The Service Provider shall search files and retrieve documents as needed. The Service Provider shall update emergency contact lists. The Service Provider shall maintain a suspense file on incoming correspondence and action documents and special projects assigned to the organization, and follow up to see that projects are completed on time. The Service Provider shall create new files and purge old file annually. This includes processing files for retirement to the National Archives and Records Administration (NARA). Processing includes but is not limited to packaging, obtaining accession numbers and arranging for shipment to the NARA.

Performance Standard

Successful performance requires that files are established and maintained for a variety of office files, records, and suspense in accordance with agency guidelines. Successful performance also requires that documents are filed within 5 working days after receipt, and suspense items are pulled daily. There will be no more than 3 instances of material found misfiled or not filed at all, and failure to pull suspense items occurring during any 2 individual months of the performance period.. The Service Provider shall reproduce documents. The Service Provider shall reproduce documents as required to support office operations. The Service Provider shall process printing requests for the reproduction of large documents. REGION 4 ADMINISTRATIVE SUPPORT SERVICE The Service Provider shall scan text documents, process through optical character reader software and edit to final form. The Service Provider shall replenish paper supply in equipment on a daily basis as necessary.

Performance Standard

Successful performance requires that documents are reproduced in accordance with agency guidelines with no more than 4 documents per month returned because of errors of any type. The Service Provider shall maintain administrative files to record employee training accomplishments. Performance Standard Successful performance requires that travel authorizations and vouchers are maintained in accordance with agency guidelines with no more than 3 deviations and/or errors involving timeliness and quality occurring during any 3 individual months of the performance period. The Service Provider shall greet and receive office visitors. The Service Provider shall greet and receive visitors to the office including but not limited to a cross section of the public as well as elements of GSA and other Government agencies, and respond to their needs or refer them to other appropriate staff members. Performance Standard Successful performance requires that information/assistance is provided to Service Center, Regional and CO Personnel, other federal agencies and the public in a courteous, helpful manner. There are no more than 3 valid verbal or written complaints during the performance period. The Service Provider shall maintain business schedules for office personnel and rearrange appointments when conflicts arise.

Performance Standard

Successful performance requires that business schedules are established and maintained accurately with no more than 4 occurrences per month in which the schedules are not accurate. The Service Provider shall maintain records of leave, travel, training and other organizational activities for office personnel. The Service Provider shall assist employees with time and attendance questions or issues that may develop with HR Links. Performance Standard Successful performance requires that records are maintained and documents are processed with no more than 3 errors involving timeliness or quality occurring during any 2 individual months of the performance period. The Service Provider shall initiate calls for computer hardware and software assistance and or maintenance. The Service Provider shall call the "help desk" to obtain assistance as requested by office personnel

Performance Standard

Successful performance requires that callbacks are performed on 100% of service or assistance calls, with no more than 3 errors involving timeliness or quality relating to initial calls or callbacks occurring during any 2 months of the performance period. The Service Provider shall manage government vehicles including but not limited to scheduling use and maintenance and compiling and submitting mileage reports. Performance Standard Successful performance requires that vehicle maintenance and management is performed with 95% accuracy for the performance period. The Service Provider shall process mail and distribution. The Service Provider shall receive, review, date stamp, sort and distribute to appropriate staff members, incoming mail and inter-office distribution. The Service Provider shall collect and dispatch outgoing mail and inter-office distribution. The Service Provider shall collect, review and deliver to appropriate staff members, intra-office distribution. Performance Standard Successful performance requires that mail and other office communications are accurately routed, controlled, and distributed. Incoming mail will be date stamped and distributed to addressee within 2 hours of receipt, with no more than 3 failures to meet timeliness during any 2 individual months. All mail will be accurately and efficiently distributed, with no more than 3 instances of mail being misdirected during any 2 individual months of the performance period. The Service Provider shall reconcile FedEx accounts.

Thanks. 

Sam 

Technical Recruiter 

Email: SamC@globalsolgroup.com