LaunchPointPEO · 1 day ago
Secretary II-Philadelphia
Philadelphia, PA
Full-time
Onsite
Entry, Mid Level
$21.98/hr - $22.98/hr
1+ years expOld Dominion Strategies LLC is a government management consulting firm focused on delivering measurable results for government clients. The Secretary II provides independent administrative and clerical support in a federal law enforcement and compliance environment, managing correspondence, maintaining office files, and supporting program operations through data collection and analysis.
Employee BenefitsHuman ResourcesRecruitingStaffing Agency
No H1B
U.S. Citizen Only
Responsibilities
Independently perform administrative and clerical support functions, rectify problems and serve as liaison to answer routine non-technical questions
Review and distribute incoming and outgoing mail and correspondence
Screen all telephone calls and visitor requests, answering many procedural questions with personal knowledge of program activities, and coordinate to determine the appropriate staff members for handling technical inquiries
Assemble forms, label folders, organize and maintain office files, records, manuals, handbooks and other materials
Attend meetings, prepare minutes, and follow up on action items with appropriate staff members
Maintain automated systems of program-specific data to track items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, etc
Independently complete special research requests
Collect and analysis program information, enter data into a variety of electronic information systems, search for related information, and retrieve all relevant data; extract and review a considerable volume of information to arrive at an end product; and consolidate the information into standard reporting formats
Conduct unique queries of considerable difficulty extracting data from a broad range of law enforcement, compliance, and/or inspection computer systems
Conduct numerous automated systems searches to collect information and forward data to higher-level agents or specialists
Contact stakeholders to obtain additional information
Perform copy reproduction services for the work unit assembling and distributing finished products
Type and prepare correspondence such as memos, performance reports
Other clerical and administrative duties as assigned
Serve as a records and office supply custodian
Maintain regional inventory records and prepare the bi-annual inventory report
Maintains control accountability of records and records keeping systems for the region
Validates missing reports lists
Ships received reports to designated offices
Packages and prepares previous year’s paperwork for shipment to long term storage
Monitors stock of office supplies and forms and prepares orders for government approval as necessary
Coordination of Federal employee travel
Payroll POC (Note: There will be web-based on-the-job training for the FPS payroll system. No accounting degree or experience is required.)
Receive/audit district personnel bi-weekly timecards
Input required data for payroll processing
Verify data entry accuracy
Notify appropriate personnel that timecards are ready for approval
Provide payroll reports to the appropriate personnel and regional office as needed
Complete quarterly audits for approval
Maintain payroll records
Serve as back up for regional timekeepers
Handle payroll system questions and employee requests (e.g. password reset)
Special Reports Coordinator (I.E, Workload, Prohibited Items, Duty Roster, Weekly Arrest Reporting)
Maintain list, enter information and distribute information as necessary
Serves as the GSA Fleet POC
Notify employees of preventative maintenance requirements
Review monthly mileage and update the tracking system to address any discrepancies
Collect, Review, and Submit Home to Work sheets from regional employees
Serves as the POC for the district alarm accounts
Maintains databases as necessary
Consolidate and submit reports
Track milestones and brief the area commander upon completion
Assist FPS with Protective Security Officer (PSO) program
Monitors the completion of required training
Monitors certifications for compliance and completion
Maintains training and certification databases and files
Using the financial management system, the awardee will prepare request for services
Prepare and maintain contract guard post exhibits
Track contract expiration dates
Assist COR with contract change request, tallying PSO hours, maintaining a database of reported contractor issues, and contract close-outs
Develop cost estimates for additional guard service and annual contract guard service
Prepare funding documents for signature, processing, and closeouts
Track fund availability using a declining balance method
Qualification
Required
Ability to effectively communicate in English, both orally and in writing
Must be proficient in various types of IT resources such as Microsoft Office Suite products
Must be adapted into the operation and utilization of contemporary office equipment/machines (i.e. copier, fax machine, scanner, etc.)
Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card
A minimum of a high school diploma is required
A minimum of one (1) years' experience performing secretarial and administrative duties is required
Preferred
Working knowledge of various Government regulations and directives is highly desired
Two (2) years of experience performing clerical and administrative duties is desired
At least one (1) year of experience gained through employment with a contractor supporting a DHS component, in particular experience gained through working with FPS, is desired
Benefits
Medical / Vision and Dental Plans
Holiday and Personal Time Off Pay
401K plan
Life Insurance
Education and Training Assistance Program (discussed during the onboarding process)
Incentive Plans and Referral Bonuses
Employee Assistance Programs
Company
LaunchPointPEO
LaunchPointPEO manages human resources for companies and provides benefits to employees.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase