Secretary III - Lakewood

Secretary III – Full Time

We are seeking a highly organized and detail-oriented Secretary III to provide comprehensive administrative support to our team. The ideal candidate will be proficient in office procedures, technology, and possess excellent communication skills. This role is crucial for ensuring the smooth operation of our office and supporting various departmental functions.

This full-time position is an onsite position, but teleworking capabilities will remain flexible for emergency situations (such as events like inclement weather).

Key Responsibilities:

Travel and Financial Support:

· Coordinate and make travel arrangements, accurately entering information and data into Concur.

· Provide Concur training and support to contractor personnel.

· Perform timekeeping duties for the department.

Meeting and Communication Management:

· Take clear and concise meeting minutes.

· Screen telephone calls, visitors, and incoming correspondence, directing them appropriately.

· Respond to routine inquiries regarding office procedures and refer complex requests to the supervisor or relevant staff.

· Collect information for routine inquiries and periodic reports.

Document and Information Management:

· Maintain department files and office publications, both physical and electronic.

· Utilize automated software tools for efficient task management.

· Provide typing, copying, scanning, and filing support.

· Prepare and compile reports, presentations, spreadsheets, mail, and fax correspondence.

· Perform data entry tasks with accuracy.

· Handle and safeguard sensitive and confidential information.

· Update onsite reference books.

· Distribute and track contract submittals.

· Prepare and distribute variety of reports ensuring submissions meet formatting expectations.

· Review documents for compliance with guidelines, procedures, and standards for spelling, grammar, punctuation, and formatting.

· Prepare correspondence in final form from draft, including letters, memoranda, forms, and reports.

Office Coordination and Support:

· Maintain office calendars, scheduling appointments and meetings.

· Make arrangements for conferences and meetings, including assembling necessary materials.

· Provide backup and assistance to other administrative support personnel during their absence.

· Provide Records Management and other administrative support functions as required.

· Handle documents containing Privacy Act, Controlled Unclassified Information, and/or sensitive information with discretion.

· Educate customers proactively about available services and resources.

· Maintain log of work assignments.

· Document and maintain standard operating procedures for repeatable work.

Education and additional skills:

· High school diploma or General Educational Development (GED) equivalency.

· Previous Secretarial/Clerical experience preferred

· Microsoft Office 365

· Good oral and written skills.

· Good interpersonal skills

· Organization & management

· Must be able to work in an office environment, including sitting or standing for extended periods, and sometimes lifting materials up to 50 pounds.

Employee Benefits:

We believe in taking care of our employees so they can perform their best work. Our benefits include:

• Competitive health, dental, and vision coverage
• Retirement savings plan with employer contribution
• Paid time off to rest, recharge, and take care of what matters most
• Support for your growth through training and development opportunities
• Short and Long Term Disability Plans
• Flexible Spending Account
• A collaborative, people-first work environment
• Employee Discounts for select retailers