ARMADA, Ltd. · 3 weeks ago
Secretary III
Boston, MA
Full-time
Onsite
Mid LevelARMADA, Ltd. is seeking a Secretary III to provide administrative support within the DHS/FPS Regional Director's office. The role involves handling calls and inquiries, maintaining records, managing travel arrangements, and ensuring efficient communication and documentation within the office.
HardwareManufacturingMobile
Responsibilities
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
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
Qualification
Required
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
Demonstrated experience providing clerical support to director-level personnel
High School Diploma, or equivalent
Company
ARMADA, Ltd.
ARMADA is a world-class provider of mitigation, prevention, preparedness, protection, response and recovery solutions.
Founded in 2014
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Patrick North
Armada LTD Site Lead at U.S. Navy CENSECFOR Learning Site Mayport Florida
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