Position Overview:
The position will provide support to the Corporate Customer Support Department (CCSD), Naval Air Warfare Center, Weapons Division (NAWC, WD) located in Pt Mugu, CA. The Communications and Organizational Support Division, within the CCSD, provide administrative products and services to reinforce all NAWCWD operations.
Primary/Major Duties and Responsibilities:
- The Secretary resides within customer's office spaces and is integral to the day-to-day activities of the supervisor and staff; will work somewhat independently performing various clerical and secretarial duties. The Secretary will be required to interface with personnel that they directly support as well as others resident in the office.
- The Secretary will act in a professional manner, coordinate schedule with other staff members and or co-workers, and ensure duties and office coverage are priority.
- The Secretary shall interact professionally with all levels of management within NAWCWD both internal and external.
- This position will require meeting, greeting, and directing a multitude of people throughout a day in person or via phone conversation.
- Regular and recurring duties will include responding to customers requiring support, responding to email, responding to telephone callers and other requests for services.
- This position will provide customers with accurate and complete information on administrative support processes, procedures, and documentations requirements.
- Duties will include preparation, review, and editing correspondence, reports, and other documents; managing customer calendars, coordinate meetings and keeping calendar on track throughout the day; and managing building and equipment maintenance, telephones, personnel moves, and assisting with the coordination of facility upgrades.
- The Secretary shall interact professionally with all levels of management within NAWCWD both internal and external.
- The Secretary shall ensure familiarity with the NAVAIR and NAWCWD concept of operations and observance of safe and effective work habits, including Information Assurance and protection of classified/ confidential/Privacy Act information.
- The Secretary shall monitor and safeguard Privacy Act information.
- The Secretary shall generate off-center security clearances for staff and renew annually. Maintain log for SAAP badges and office door keys.
- The Secretary shall assist with on boarding of new personnel by preparing badging paperwork.
- The Secretary shall ensure that any classified correspondence/material is properly prepared per DON instruction before mailing.
- The Secretary shall ensure all classified material is properly controlled to eliminate infractions or violations. Update security containers, cipher, and padlock combinations as required.
- The Secretary shall maintain and purchase office supplies using the Military Standard Requisitioning and Issue Procedures (MILSTRIP).
- The Secretary shall provide escorting for U.S. and Foreign National visitors as assigned.
- The Contractor shall assist with preparing local Agency curriculum design and development services to include identification of learning objectives through engagement with subject matter experts, key stakeholders, and target audiences for the Office Manager Development Program (OMDP). The Contractor shall assist with creating and modifying content, delivery methods and instructional guides for the OMDP.
- The contractor shall identify and request approval from the technical point of contact (TPOC) for each person expected to require access to a Government facility and authorized to open/close the facility.
- The Contractor shall provide support to include opening facilities, unlocking entry combinations, annotating the Security Container Check Sheet (Standard Form 702), turning the magnetic open/close sign to "open", deactivating the alarms, and visually inspecting the area for unauthorized signs of entry.
- The Contractor shall provide support to include closing facilities by performing an "end of the day" security check and annotating the Activity Security Check Sheet (Standard Form 701), setting the alarm, exiting the facilities, locking the combination locks, annotating the Security Container Check Sheet (Standard Form 702), and turning the magnetic open/close sign to "closed." If the facility cannot be secured, the Contractor shall contact the appropriate Security Coordinator and/or additional designated DoD POCs. The contractor shall be responsible for accommodating the above responsibilities up until but not to exceed the end of the core hours. As no overtime is allowed on this contract, security checks shall be scheduled accordingly.
- The Secretary shall assist with inventory and inventory control programs.
- The Secretary will prepare and review travel orders, process vouchers, and other forms required utilizing the government travel systems, such as Defense Travel System ensuring travel is in accordance with Joint Travel Regulations (JTR).
- Maintain up-to-date personnel organization charts and muster lists, participate as needed with muster data calls; as well prepare badging paperwork for in-coming and out-going personnel.
- The Secretary will operate within the Microsoft Office Suite (Word, Excel, Outlook, Teams and PowerPoint) and other systems (SharePoint, VTC support, and DTS) daily.