SECRETARY III

Melwood - Greenbelt, MD (30+ days ago)3.3

Full-time

1. This position is set aside for people with differing abilities. Documented proof of disability is required prior to interview. Proof of disability is a written report signed by a licensed physician, psychiatrist or qualified psychologist, reflecting the nature and extent of the disability or disabilities that cause such person to qualify as a person with a severe disability.

2. This position is working for Melwood as a government contractor at NASA Goddard Space Center in Greenbelt, MD.

3. The hourly rate is $25.29 per hour and this is a non-exempt position. Employees are eligible for overtime pay for any hours worked over 40 hours in a standard workweek should it be necessary.

4. Under the direction of the Project Manager, the Secretary III is responsible for clerical and administrative support for professionals, as either a part of a team, or individually while coordinating and/or implementing office procedures. Typical tasks include the use of office automation (e.g. Microsoft Office desktop applications suite, as well as NASA-specific systems), handling telephone and email inquiries, independently, receiving visitors, referring inquiries, ordering supplies, creating and maintaining filing systems (hard-copy and electronic), arranging meetings and appointments, and maintaining calendars.

5. Initially qualified candidates will be required to pass computer skills testing at an intermediate level or above

6. The person being hired must be able to pass drug testing and criminal background checks.

RESPONSIBILITIES

** 1. Office Organization & Administration

a. Visitors and callers are treated with courtesy. Visitors and callers are correctly referred. Messages are delivered as soon as possible. Answers procedural or administrative questions.

b. Ensure telephones are answered during specified office hours and coordinate back-up support as needed

c. Incoming/outgoing correspondence is tracked and routed in a timely manner within office

d. Assist in tracking, coordinating, and preparing/submitting responses to action items in the AETD Action Item System

e. Maintain front office, mailboxes, and conference room set-up/clean-up

f. Assist personnel with copying, scanning, and other tasks as needed

g. Ship and receive documents and items using various method

h. Manage personnel phone lists

i. Prepare presentation packages as needed

j. Provide prompt back-up support to higher-level organizations and other Branch level offices including phone coverage and routine tasks as requested

k. Manage email lists

l. Manage dial-in conference lines for meetings

** 2. Meeting/Conference Planning

a. Organize meetings in Outlook ensuring that all pertinent parties are available

b. Ensure that room set-up is compatible with meeting requirements

c. Monitor/resolve calendar conflicts

d. Monitor that meetings are running on schedule

e. Manage conference room calendar

** 3. Travel-Domestic and International

a. Create travel authorizations and expense reports for travelers. Travel arrangements are realistic, meeting traveler's expectations in terms of timeliness and accommodation to the greatest extent possible, and confirmation is provided to the traveler prior to travel. Travel authorizations and expense reports are completed in accordance with regulations, policy, and automated procedures. Attend travel-related meetings as necessary to maintain expertise on using travel preparation process (eTravel alternate preparers call) b. Maintain travel documents and files

** 4. IT Resource Provisioner

a. Order IT supplies when necessary

b. Maintain awareness of desktop/inter-operable computer needs

c. Understand how ACES works and how services are obtained

d. Requests computer moves when required

** 5. Office Supplies a. Stock and maintain office supplies

b. Use the AMMS website to order routine office supplies

c. Have items added to AMMS when necessary

d. Track items to be sure they have been received

e. Maintain an awareness of available balance for ordering supplies

** 6. Badge Requests {U.S. Citizens and Foreign Nationals)

a. Create and submit temporary badge requests as needed

b. Escort visitors when required

c. Maintain expertise on utilization of Agency level identity and application tools (idMax and NAMS)

d. On-board new employees and summer interns

** 7. Office Moves/Furniture

a. Manage office moves

b. Prepare and deliver all necessary forms

c. Create floor plans for office moves

d. Coordinate with IT organizations to ensure that Local Area Network (LAN) connection in the new location is active and ready for use

e. Coordinate telephone and computer moves

f. General office cleans up and stocking for new employee

g. Distribute boxes, tape, and move labels as needed

** 8. Purchase Requisitions-SAP

a. Manage and oversee assigned purchase requisitions

b. Create purchase requisitions in SAP

c. Use IT PR Tool when required

d. Complete necessary forms

e. Ensure all required procurement forms are signed

f. Obtain SEWP quotes when necessary

g. Work with purchasing group until purchase requisition is awarded

9. Emergency Personnel List Manager a. Update Emergency Personnel List as necessary

10. Document Creation and Editing a. Outgoing correspondence and reports are checked for proper formatting, grammar, and spelling errors b. Corrections are coordinated with the originator in a timely manner Use IT PR Tool when required

11. Emergency Personnel List Manager a. Update Emergency Personnel List as necessary

12. Document Creation and Editing a. Outgoing correspondence and reports are checked for proper formatting, grammar, and spelling errors b. Corrections are coordinated with the originator in a timely manner c. Create formal NASA letter correspondence using required format and editorial guidelines

13. Property Custodian a. Manage the property of the organization such as records maintenance, periodic inventories, disposal of excess property, and account reconciliations using web-based systems

14. Records Management a. Maintain files and records (both paper and electronic) ensuring they include all required documents and that all documents are properly signed.

15. Office Automation a. Utilizes several types of software to perform complex office automation tasks to include spreadsheets, database, word processing, desktop publishing, graphics, plans, procedures, memoranda, letters and travel reimbursements.

PHYSICAL QUALIFICATIONS

1. The incumbent must be able to stand 40%, walk 40% and sit 20% of the work time.

2. Must be mobile, flexible, and able to lift up to 30 lbs.

QUALIFICATIONS

1. Bachelors degree preferred, but not required

2. Must have an Associates’ degree and at least three (3) years’ experience as an Administrative Assistant. Or a High School diploma or equivalent and Five (5) years’ experience working as an Administrative Assistant.

3. Must be proficient in the Microsoft Office 2016 desktop applications suite and common web browsers such as Internet Explorer, Firefox, Safari etc.

4. Certifications in Microsoft Office are highly desired.

5. Must Possess excellent oral and written communications skills.

6. Must demonstrate strong customer service skills.

7. Ability to adapt to fast-paced work/office environment with accuracy.

8. Must possess or be able to obtain government security clearance to access the site location.

9. The person being hired must be able to pass drug testing and criminal background checks.