Secretary II - Portsmouth, United States - Didlake, Inc.

Description

Job Description

Working location: Norfolk Naval Shipyard

$19.66/hr

The Secretary II provides day-to-day secretarial support to the NAVFAC project and its Operations Manager. The Secretary II performs various clerical and secretarial functions requiring knowledge of office routines such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to all callers and visitors, and understanding the company's programs and procedures related to the daily functions of the NAVFAC contract.

• Receives and screens telephone calls, visitors, and incoming correspondence; directs to appropriate individual or location.
• As directed by supervisor, coordinates internal and external training for all site personnel with the corporate office.
• Coordinates contract meeting(s), travel arrangements and acts as communication liaison with contract management, the Regional NAVFAC contracting representatives, and external vendors.
• Schedules applicant and new hire interviews; completes reference checks in the case of prospective employees; processes contract security documents for new hires; coordinates information with job coaches and HR support staff.
• Submits the annual schedules and maintains a complete set of operation files.
• Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles background materials, as directed by supervisor.
• May attend meetings; records and reports on the proceedings.
• Assists the supervisor in maintaining the system of detailed property records to cover all assets, ensuring that records reflect updated information such as type, number, location, and cost (or value) of inventoried property.
• Assists in tracking and maintenance of quality control documents.
• Explains to subordinate staff Didlake's requirements concerning office procedure. Coordinates personnel and administrative forms for the office and forwards for processing.
• Requisitions orders for contract purchases and maintains inventories.
• Understands and proficiently utilizes government-provided maintenance software.
• Prepares and distributes reports and various department communications.
• May perform research and analysis as necessary and/or directed by supervisor.
• Reviews documents/correspondence for typographical accuracy and proper format; submit for supervisor's approval.
• Fosters a positive team spirit and produces quality work.
• Maintains appropriate conduct and/or demeanor as dictated by Didlake policy and procedure.
• Completes required paperwork and/or documentation.
• Completes and maintains all required Didlake training.

Didlake, Inc. is a non-profit rehabilitation services organization. At Didlake, creating opportunities that enrich the lives of people with disabilities is our mission. Since 1965, Didlake has served thousands of people with significant disabilities by providing training, job placement, employment opportunities and day support services. We provide rewarding and purposeful work.

Requirements

Education:

• High School diploma/ GED and two years prior relevant experience.

Skills and Abilities:

• Possess the ability to obtain and maintain the appropriate credentials/background check as required by the contract.
• Valid, insurable driver's license required.
• Must be a United States citizen.
• Possess a thorough knowledge of office practices and procedures and the use of office machines and equipment including electronic processing software and spreadsheets. Must have proficient computer skills including Microsoft Office.
• Ability to learn and maintain a thorough knowledge of company policies and procedures and the ability to communicate such information clearly and accurately.
• Must possess strong written and oral communication skills, including the ability to read and interpret documents, to effectively and cooperatively interface with personnel, government representatives, and customers, and to present information to groups of people.
• Must demonstrate the ability to write routine reports and correspondence.
• Must possess strong interpersonal skills to interact with people with disabilities.
• Must project a positive and professional image to the public, co-workers, and Didlake clients.