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Subsidium · 6 hours ago

Secretary III

Boston, MA

Full-time

Onsite

Mid, Senior Level

$44K/yr - $49K/yr

5+ years exp

Subsidium, Inc. is a global provider of engineering and systems integration services, dedicated to supporting government and commercial entities. The Secretary III provides senior-level administrative and clerical support to the DHS/FPS Regional Director and Deputy Regional Director, managing correspondence, scheduling, and maintaining records while ensuring the smooth operation of the office.

ConsultingIT InfrastructureVoIP

No H1B

U.S. Citizen Only

Responsibilities

Screens 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. Personally, handles many requests for information

On visits made to the RD/DRD office by other agency officials, Central office officials, and other Regional Directors, assist them in placing telephone calls, receives visitors and performs other duties as requested by them

Responds 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. Determines what divisions can best assist when additional help is necessary, contacting 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

Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters for the RD/DRD office

Create, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, databases, etc.). To produce these documents, the staff must be familiar with various Microsoft Office programs

Maintains and updates online web-based data system in support of region by reviewing daily blotter report and entering significant incidents. Function independently to interpret data and seek clarifying information to ensure the data is accurate and current. Updates data base as needed entering significant activity as it happens throughout the course of the normal workday. Enters other technical reports as necessary to include inspections and other miscellaneous reports

Maintains the official federal employee personnel files ensuring records are current and complete. Works with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures

Prepares and submits travel authorizations and expense reports for the Regional Director. Makes 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

Consolidates and prepares information briefing sheets for the Regional Director as required for weekly and other ad hoc conference calls and meetings

Schedules and records use of the 2 Regional Conference rooms

Qualification

Microsoft Office 365Administrative supportTravel coordinationRecord managementCommunication skills

Required

Minimum of 5 years of progressively responsible administrative or secretarial experience, including experience supporting senior executives or directors

Experience preparing correspondence, managing calendars, coordinating travel, and maintaining official personnel or program records

Strong written and verbal communication skills

Proficiency with Microsoft Office 365 and web-based government systems

Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card

High School Diploma or GED

Associate's degree in business, Office Administration, or a related discipline may substitute for up to two (2) years of experience