Secretary III

Type: Full Time

Location: Boston, MA

Overtime Exempt: No (SCA)

Reports To: ARMADA HQ

Security Clearance Required: N/A

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The function of the Secretary III position is to receive calls, route customer inquiries, provide support phone coverage for program office, create/maintain databases, generate correspondence, make travel arrangements, and perform miscellaneous non-routine duties as required. Specific duties and responsibilities include:

Duties & Responsibilities:

• The Secretary III will screen calls and visitors to the DHS/FPS Regional Director (RD) and Deputy Regional Director's (DRD) office referring to staff members and forwarding only those calls or visitors requiring their attention.
• On-site visits made to the RD/DRD office by other agency officials, Central office officials, and other Regional Directors, the Secretary III will assist them in placing telephone calls, receive visitors and perform other duties as requested by them.
• Respond to inquiries by clarifying inquirer's needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determine what divisions can best assist when additional help is necessary, contact offices to discuss inquiries and develop answers. As needed, obtain pertinent information from reference materials. As appropriate, when all personal resources have been exhausted, locates experts in other regions' central offices to whom inquirers can be referred for supplemental assistance.
• The Secretary III will establish and maintain records and files for control and flow of correspondence pertaining to all FPS matters for the RD/DRD office.
• Create, copy, edit, calculate, revise, retrieve, store and print a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, databases, etc.).
• Secretary III will maintain and update online web-based data systems in support of region by reviewing daily blotter reports and entering significant incidents. Function independently to interpret data and seek clarifying information to ensure the data is accurate and current. Update database as needed, entering significant activity as it happens throughout the course of the normal workday. Enter other technical reports as necessary to include inspections and other miscellaneous reports.
• Maintain the official federal employee personnel files ensuring records are current and complete. Work with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures.
• Prepare and submit travel authorizations and expense reports for the Regional Director. Make travel and lodging reservations on the Director's behalf and monitors the Director's itinerary effecting changes as necessary utilizing web-based travel system and direct contact with ticketing and travel agents.
• Consolidate and prepare information briefing sheets for the Regional Director as required for weekly and other ad hoc conference calls and meetings.
• Schedule and record use of the 2 Regional Conference rooms.
• Other duties as assigned

Knowledge, Skills, and Abilities (KSAs):

• Advanced knowledge and proficiency in Microsoft Office products.
• Familiarity with financial systems.
• Effective communication skills (both written and verbal) with the ability to prepare and make group/executive presentations.
• Must possess resourcefulness, initiative, and the ability to function in a fast-paced environment.
• Attention to detail in goal/task accomplishment with minimal supervision.
• Ability to meet planned and unscheduled deadlines in a timely manner.
• Ability to communicate effectively, both orally and in writing.

Minimum/General Experience:

• Demonstrated experience providing clerical support to director-level personnel.

Minimum Education:

• High School Diploma, or equivalent

Disclaimer:

The above information has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the contractor assigned to this position. Applying: If you feel you have the knowledge, skills and abilities for this position visit our careers page at www.armadausa.com.

Special Notes: Relocation is not available for these jobs.

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Must be able to successfully pass a background check, and pre-employment drug testing. Job offers are contingent upon results of background check and drug testing.