CGI Federal is seeking a Secretary III to support the CRS division of DOJ in Washington DC.
Provides principal secretarial support in an office located in Washington, DC for CRS 10 regional offices. Maintains a close and highly responsive relationship with the supervisor and staff, and provides administrative support for their day-to-day activities. Works fairly independently, receiving a minimum of detailed supervision and guidance. Performs varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.
Your future duties and responsibilities:
• Anticipates and prepares materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered;
• Reads publications, regulations, and directives and takes action or refers those that are important to the supervisor and staff;
• Prepares special or one time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions;
• Prepare travel authorization and vouchers for staff who maintain a robust travel schedule, using an automated travel system;
• Research supply needs, generate spreadsheets and forms with supply details for ordering purposes;
• Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Controls mail and assures timely staff response; may send form letters;
• As instructed, maintains supervisor's calendar, makes appointments, and arranges for meeting rooms;
• Reviews materials prepared for supervisor's approval for typographical accuracy and proper format;
• Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans;
• Requisitions supplies (research and Sam activation finder), printing, maintenance, or other services. Types, takes and transcribes dictation, and establishes and maintains office files.
• Screens telephone calls, visitors, and incoming correspondence; personally responds to requests for information concerning office procedures; determines which requests should be handled by the supervisor, appropriate staff member or other offices;
• Schedules tentative appointments without prior clearance. Makes arrangements for conferences and meetings and assembles established background materials, as directed;
• May attend meetings and record and report on the proceedings;
• Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assures that proper clearances have been obtained, when needed;
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff;
• Explains to subordinate staff supervisor's requirements concerning office procedures. Coordinates personnel and administrative forms for the office and forwards for processing;
Required qualifications to be successful in this role:
1. STRONG proofreading and organizational skills.
2. Knowledge and understanding of administrative support functions.
3. Required to be proficient in office products, such as internet/intranet, Word, Excel and PowerPoint for secretarial/word processor/spreadsheet/data base/power point requirements. Must be able to save, retrieve, edit, and present text, spreadsheets and/or charts. Prepares in final format, correspondence, statistical and managerial reports.
4. Must be proficient in grammar, spelling and punctuation and is also required to produce printed materials accurately.
5. Education – high school or equivalent.
6. General Experience – 2 years of progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.
7. Specific Experience – 1 year experience that provides the particular knowledge, skills, and abilities to perform successfully the duties of the position to coordinate a wide-variety of clerical duties.
In addition, candidates must be able to meet the necessary security requirements in order to obtain a DOJ issued clearance.
What you can expect from us:
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CGI is an equal opportunity employer.
Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
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All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held. Qualified applicants with arrest and conviction records are welcome to apply.
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