Secretary – Navy Undersea Warfare Division - Newport, RI

Secretary – NUWC-Newport

Work Location

Sensors and SONAR Systems Department (Code 15)

Naval Undersea Warfare Center Division Newport

1176 Howell Street

Newport, Rhode Island 02841

• Citizenship Requirements: Must be a U.S. Citizen.
• Clearance Requirements: Possess an active security clearance Tier 3 (T3), or be able to obtain a Secret Clearance.
• Type of Employment: Full-Time, 40 hours per week.
• Period of Performance: Estimated 01 June 2026 to 30 May 2027 (with options)
• Total Compensation: $30.00 per hour
• Benefits Offered: Health/Dental and Vision
• Paid Time Off per Year: Up to 80 hours per year, which starts accruing on the day of hire.
• Sick Leave per Year: Up to 56 hours per year, which starts accruing on the day of hire.
• Paid Federal Holidays: Twelve (12) Paid Federal Holidays.

Summary of Services

The Secretary will support the Sensors and SONAR Systems Department (Code 15), which is responsible for full-spectrum engineering, development, and research pertaining to Sensors, SONAR, and Undersea Warfare. Platforms include submarines, surface ships, surveillance, and distributed networks. The Secretary will provide front desk and office management services, including but not limited to receiving telephone calls, greeting visitors, determining the nature of the calls or visits, and directing callers or visitors to the appropriate staff member or office.

Working Hours

The Secretary's working hours will be Monday through Friday, 0800-1600, excluding Federal holidays and other designated non-duty days. The Administrative Assistant will not work more than 40 hours per week. There is no overtime pay allowed.

Qualifications

• Shall possess an active security clearance Tier 3 (T3), Secret clearance.
• At a minimum, possess an Associate Degree. A Bachelor's Degree is desired but not required.
• Shall have a minimum of 3 years of administrative assistant experience.
• Possess extensive organizational skills and the ability to work independently.
• Be proficient in the use of Microsoft Office software, including Word, advanced Excel functions, PowerPoint, Adobe Acrobat, and Advanced document management tools.
• Experience in accomplishing multiple tasks (work, organizing, and time management) projects simultaneously.

Duties and Responsibilities

Front Desk Operations

• Receive telephone calls, greet visitors, determine the nature of the calls or visits, and direct callers or visitors to the appropriate staff member or office. Send and receive faxes.
• Maintain the ability to answer non-technical requests for information, such as the status of reports, suspense dates for matters requiring compliance, and have similar information readily available from files or from knowledge of the organization.
• Shall coordinate interviews and print documentation.
• Shall review and process incoming and outgoing correspondence, reports, materials, publications, regulations, and directives, and maintain Electronic File Plans, in accordance with Code 15's policies and directives.
• Shall prepare, edit, and handle documents and correspondence for Code 15 Department-wide and Programmatic level requirements.
• Upon receipt of employee change information, the Secretary will update and then maintain building Muster Lists and Code 15 emergency recall lists, and other Code 15 personnel tools located on Division Teams pages, on a monthly basis.
• Submit trouble tickets as required to the Newport Trouble Ticket tool if the device is not working properly.
• On a bi-weekly basis, the Secretary shall monitor the paper and toner levels for printers, copiers, and fax machines, and inform the Government point of contact (POC) if service calls or supplies are needed.
• On a monthly basis, the contractor shall inventory and organize office supplies and provide a list of recommended consumable office supplies for order to the Government POC.
• Upon receipt of the request provided by the Government Furnished Information (GFI) and mail for shipment, the Secretary shall package and prepare the mail for distribution or mailing, both internal and external to Naval Undersea Warfare Center Division Newport (NUWCDIVNPT).
• The Secretary will drop off outgoing mail in the nearest outgoing mail location in the building.
• On a daily basis, the Secretary shall sort and distribute incoming mail to the Government POC identified on the mail.
• Perform the non-discretionary, clerical task of transcribing into the Command's Personnel Action tool to populate Standard Form 52 (SF-52) packages.
• The Secretary's role is strictly limited to the following process:
  • Upon receipt of the SF 52 that contains a complete package from a designated Government Point of Contact (POC), which contains all substantive information required for the personnel action, the Secretary shall accurately transcribe the data provided into the electronic SF-52 form and attach any other documents included in the package.
  • Once all government-provided data is transcribed and the package is assembled, the Secretary shall submit the package into the system's pre-defined electronic routing chain for all required Government reviews, signatures, and approvals. The Secretary's responsibility for the action concludes upon submission.
  • Under no circumstances shall the Secretary advise Government personnel on the type of personnel action to be taken, independently draft or edit the substantive justification for an action, interpret personnel regulations, or exercise any discretion related to the content of the SF-52.
  • The Secretary's function is limited solely to data transcription. Any inquiries from Government personnel seeking advice or discretion related to an SF-52 must be immediately referred to the Contracting Officer's Representative (COR).

Memorandums and Outgoing Correspondence

• Using Government-provided records management systems, the Secretary shall perform records management of documents generated within the office and received as GFI.
• Upon receipt, the Secretary shall prepare, edit, and log documents for Code 15 Department-wide and programmatic level requirements.
• Shall create, type, merge, revise, update, format, proofread, serialize, print, prepare, and route documents, presentations, Naval Messages, and correspondence.
• Prepare CLASSIFIED GFI for distribution or mailing, mailing labels, forwarding letters, and custody receipt forms as needed.
• Maintain CLASSIFIED document logs and hand-deliver CLASSIFIED GFI to Naval Undersea Warfare Center (NUWC) control points (Secret Control, CLASSIFIED Document Library, Security, Mail Room).

Scanning/Filing/Duplication

• Upon receipt of Government Furnished Information (GFI), the Secretary shall scan signed documents and upload the scanned document and the route sheet to the appropriate folder. Copy, scan, and collate the provided GFI documents.

Incoming Correspondence

• Upon receipt of incoming correspondence requiring a signature, the Secretary shall route the document to the appropriate signatory.
• Once the required signatures are obtained, the Secretary shall return the document to the requestor or continue the routing process as appropriate.

Presentation Materials

• Upon receipt of the program briefing schedule and draft presentation materials provided by the government, the Secretary shall compile the materials and deliver cohesive presentation materials. Presentation materials include highlights, technical documentation, graphics, briefs, roadmaps, charts, and reports.

Correspondence Log

• The Secretary shall ensure that all correspondence and documents requiring tracking are properly recorded and updated in the correspondence log. Each entry shall include, at a minimum, the date of receipt, sender, recipient, subject or description, current status, and applied actions.
• The log shall be accurately maintained and updated promptly to reflect the most current status of the correspondence, ensuring full traceability and accountability throughout the routing process.

Data Processing

• Upon receipt of Government information, the Secretary will enter, verify, and retrieve data from existing Government databases to create and print reports.

Timekeeping

• On a weekly basis, the Secretary shall review timekeeping data in ERP against leave requests within Fiori to verify that timecards are entered and accurate and that all leave requests are accounted for within Fiori.
• Utilizing Government information, the Secretary shall compile a consolidated report of all entries and any identified discrepancies (e.g., missing time, inconsistencies with leave slips) and shall provide this report to the designated Government POC for review and action.
• Shall not make corrective timesheet recommendations to individual employees.
• Once timecards have been reviewed and corrections have been made by the applicable Government employee, the contractor shall notify the Code 15 supervisor.

Meeting Management

• Using the information received from the government, providing availability, attendees, audio/visual, and video-teleconferencing requirements. Shall reserve conference rooms for meetings and events.
• Should not make decisions regarding the date or time to schedule a meeting or to reserve a conference room. The government will provide specific information.
• Shall compile meeting, leave, and travel schedules into the Department POC's calendars.
• On a weekly basis and upon receipt of agenda input information provided as GFI, the contractor shall prepare Code 15 Department and Program Meeting Agendas for Government review.

Travel Management

• Upon receipt of a travel request for Temporary Duty (TDY) provided as GFI, the Secretary shall draft travel orders, vouchers, and training requests in the Defense Travel System (DTS).
• Shall track orders, vouchers, and requests through approval and notify any approvers of any urgent requests based on short suspense travel dates.

Visit Requests

• Support Code 15 personnel in reserving location, coordinating attendance, and ensuring that Classification Guidelines are clearly posted, meeting requests are disseminated, and visit requests are submitted.
• Under government direction, prepare meeting materials and record meeting minutes.
• For meetings and conferences hosted off campus, ensure approval, registration, and logistics associated with travel to and from the event are addressed for attending Code 15 personnel.

Classified Meeting Request

• Upon receipt of visit requests provided by the government, the Secretary shall research applicable Security Management Office (SMO) Codes and Points of Contact (POC) and enter visit requests in the Defense Information System for Security (DISS).
• Upon submission of the visit request in DISS, the Secretary shall contact the receiving activity to request confirmation of receipt.
• Upon receipt of confirmation from the receiving activity, the contractor shall notify the Government requester that the visit request has been submitted.

COMPENSATION AND BENEFITS:

• Competitive Compensation package
• Comprehensive benefits including medical, dental and vision options.
• Outstanding career growth potential.

ABOUT US:

Fidelity Partners is a Inc. 5000, USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial Clients across the country. Fidelity offers competitive salaries and benefits packages.

Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or call us at (210) 822-4005 or Join our Team

Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal state, and local laws (EoE).