What are the responsibilities and job description for the Secretary IV position at Top Secret Clearance Jobs?
About the Job
This role is for a skilled administrative professional to support the National Security Division (NSD) of DOJ.
Key Responsibilities:
- Serve as Office Manager for the Executive Officer, determining when new procedures should be implemented and collaborating with approval and implementing alternative solutions to ensure a productive work environment with minimal errors/flaws.
- Revise or clarify administrative procedures to eliminate conflict or duplication.
- Identify and resolve various problems that affect the orderly flow of work transactions with both internal and external parties.
- Employ process improvement techniques to maintain expert skills to manipulate Microsoft software programs; e.g., Word, Excel, and PowerPoint.
- Maintain an organized filing system and finalize correspondence, statistical and managerial reports.
- Ensure proper notifications and updates are disseminated to staff.
- Inform executive management and other senior management with status updates as directed by the Executive Officer regarding FTE allocations and funding levels.
- Provide Excel Spreadsheets or Microsoft Word charts that depict the latest information/updates from the department.
- Serve as Lead SharePoint Coordinator responsible for adding/removing new employees; hyperlinks, updates, and troubleshooting.
- Maintain Executive Officer appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Schedule meetings with internal and external stakeholders in coordination with Director's and Principal Deputy Director's Confidential Assistant and other members of the Organizational Management and Senior Management Teams.
- Coordinate routine meetings between the Executive Officer and the Administration Division, staff and management, including booking conference rooms, reserving conference lines, drafting meeting agendas and taking and disseminating meeting notes.
- Maintain Executive Officer's Data Call Tracker to ensure timely completion of data calls for the Administration Division.
- Tracks and logs incoming signature items and provides timely signing and routing.
Requirements:
- Must have active TOP SECRET clearance.
- Must be able to obtain DOJ MRPT.
- Due to the nature of the government contracts this position requires US Citizenship.
- Legal administrative experience highly desired.
- SharePoint experience.
- Government contracting administration experience.
- Travel coordination.
- Highly competent with Microsoft office products: Excel, Word and PowerPoint.
- Extremely organized.
- Excellent communication skills.
- Ability to multi-task and prioritize.
Benefits:
Eligibility to participate in an attractive Share Purchase Plan (SPP), 401(k) Plan and Profit Participation for eligible members. Additional benefits determined by your Service Contract Act: Paid Time Off (PTO), Paid Federal Holidays, Health & Welfare Benefits.
