The posting
TeleSolv Consulting is seeking a Secretary/Admin Assistant Level II to support a federal client in the Phoenix, Arizona area. Please note, this is a fully onsite position. All candidates must be able to commute to the work location daily. There is no remote or hybrid option available for this role.
The qualified candidate shall have Advanced knowledge and proficiency in Microsoft Office products,including Word, Access, intermediate Excel, and PowerPoint. Excellent communication skills (both written and verbal) with the ability to prepare and make group/executive presentations. Excellent presentation skills. Strong analytical skills. Ability to conduct online research. Resourcefulness, initiative and skill to function in a fast-paced environment. Attention to detail in goal/task accomplishment with minimal supervision. Professionalism and the ability to interact effectively with others. Ability to meet planned and unscheduled deadlines in a timely manner. Able to work independently. All candidate's will be required to undergo a background suitability clearance.
Key Responsibilities:
- Performs a full range of standard and nonstandard administrative and secretarial duties in support of an office. Overall tasks to be performed in each area include (Accomplish other noncritical clerical work as requested)
- Provides administrative support for Federal government agency performing a combination of various clerical and administrative duties requiring overall knowledge of federal government agency systems, policies and procedures.
- All contractors shall maintain the staff reception office area, greet visitors, and direct them to the appropriate federal government staff personnel. The contractor shall receive and respond to calls from customers, federal government personnel at all levels, and the general public regarding requests for information, building services, federal government services including Freedom of Information Act document gathering. Additionally, the contractor shall schedule appointments, make arrangements for interviews and meetings, and communicate meeting details, including times, participants, and locations, as directed by Federal government management or staff.
- All personnel shall compose routine correspondence.
- Answer all phone calls and email correspondence in a timely manner. Any questions shall be answered in a professional manner and routed to the appropriate Federal government personnel.
- Manage each District Office calendar schedule and is responsible for oversight of up to three calendars including one (1) for the District Commander and two (2) for Area Commanders. Shall independently determine which matters to handle personally and which ones to refer to other Federal government management and personnel. Responsible for maintaining personnel files and employee records.
- Set up meetings and teleconferences to support the district, which requires the scheduling and set up of conference rooms and arranging and disseminating information regarding meeting and teleconferences. Prepare materials for meetings and record meeting minutes. design, organizes and maintain filing system,prepare information required for budget reports.
- Organize the flow of administrative and clerical work to ensure an appropriate and proper communication of important information between District Commander and Regional Staff, Area Commanders and other Federal Agency personnel.
- File documents and correspondence pertaining to time and attendance, personnel actions, reports, awards and other memorandums and various reoccurring work files, as required. Maintain and assists in timekeeping through systems such as GovTA and run reports as required for time and attendance. Run daily attendance reports and provide to management.
- Maintain access to various databases in order to compile and provide information to government personnel.
- Prepare correspondence documentation and mailing labels by copying data from one record to another and file records accordingly in support of the District and PSO program.
- Receive, sort and distribute incoming mail; and shall prepare outgoing mail for delivery to include overnight express services and utilize on-line express mail service program.
- Collect and disseminate Government Owned Vehicle mileage and maintenance information on a monthly basis or as required to include auditing monthly vehicle operation reports.
- Maintain the District’s shared computer drive folders for completed Facility Security Assessments (FSA), access FSA databases for running reports, and Facility Security Committee memorandums. Hard copies and electronic files shall be maintained as directed. Shall provide assistance in support of the FSA program, to include prelease assessments, guard inspection reports, and data base maintenance as required.
- Maintain inventory equipment lists for Federal government and other agency provided security equipment and/or security systems that are in place within federal facilities. Routine review and update of this information shall be performed monthly.
- Assemble and disseminate routine District reports such as the Prohibited Items Report and Federal government notification lists. These reports shall be updated and submitted at a frequency determined by on-site Federal government personnel.
- Track assigned 3155 case control numbers issued from the Federal government agency Mega Center ensuring all reports have been completed and submitted. All reports shall be directed to the FPS field personnel for appropriate review and approval. Electronic and hard copy files shall be maintained as directed by the.
- Consolidate and update the biweekly and monthly Post Inspection spreadsheet for the region and Federal government agency Headquarters. track PSO vendor audits and review for accuracy, maintain District training files and provide information as requested.
- Assist Federal government agency and other contract personnel in the maintenance, purchase and dissemination of routine supplies in support of the security and contract guard program. Conduct weekly inventories and provide status/amount of these supplies to Federal government agency. Support and provide assistance on specific business, management, and/or operational issues.Enter Prohibitive Items reports into the Law Enforcement Information Management System (LEIMS) or other designated system, on a weekly basis. Support the district by keeping a database of post orders to include due dates and post types.
- Assists the Security Management Branch (SMB) and Protective Security Operations Officer (PSOO) in the creation, preparation, and submission of required agency documentation for requesting specific contractual services including permanent, temporary, or emergency guard services, as well as security projects and repairs, in accordance with agency guidelines and standard operating procedures.
- Update Post Order tracking, Post Inspections, Post Visits and Covert Security testing spreadsheets by tracking and reporting weekly or as needed to the PSOO.
- Maintain database and track daily taskings from STORM database and provides timely updates as needed. Maintain a Desk Reference Guide for their particular position.
- Runs Post Tracking System (PTS) reports, tracks post coverage and makes updates as needed to the PTS help desk and other duties as assigned.
Required Skills:
- Minimum education and experience requirements: High School diploma and one (1) year experience
- Desired education and experience requirements: Two (2) years’ experience.
- Proficiency in Microsoft Window based computer operating systems and Microsoft Office programs to include Word, Excel, Access, and Outlook email system, as well as scanners, printers and copiers. Requires accurate spelling, typing and attention to detail and shall have ability to compile and organize reports.
