Mar 05, 2020

Secretary 1 Chicago, IL

  • Lukos
  • Chicago, IL
Contractor Administration Defense Government Other

Job Description

Secretary I   Position: Secretary I   Location: Regional Office of the Department of Homeland Security (DHS) Federal Protective Service Region 5, at 230 S. Dearborn Street #300, Chicago, Illinois. Start Date: 01 January 2020 Period of Performance: 12 months with 3 option years   General Introduction: The individual shall provide administrative support for the Executive Level Regional Staff. The duties include, but are not limited to the following: • Schedules appointments sets up meetings, and makes arrangements for travel, interviews, meeting times, participants and locations of meetings for agency employees (meetings can be at various locations). Schedules and tracks conferences. • Prepares various executive level correspondence and reports in support of Regional Management. • Receiving and routing telephone calls, greeting visitors and incoming correspondence as appropriate • Reviews incoming miscellaneous materials, including directives, mail, publications, etc. and forward to appropriate organization or individual. • Responsible for sorting and arranging records in file cabinets and filling folders in accordance to either an approved records management file plan, numbering systems or alphabetical order. Assembles records to ensure that material on specific transactions or subjects is kept together. • Creates, maintains and/or tracks internal office documentation, files and reports (such as but not limited to: timekeeping, travel documents, purchase card transactions, training plans/records, correspondence controls, office equipment listings, personnel records, etc.). • Knowledge of various office automation software programs, tools and techniques used in support of office operations (e.g. Microsoft Office, Adobe, and various DHS/FPS computer programs and applications (after training)) and the production of a variety of documents such as letters, reports, spreadsheets, databases, presentations and graphs. • Ability to research and utilize data from automated and manual files and to prepare clear and concise reports on trends and performance metrics. • Ability to plan and organize workload received from numerous organizational levels and to establish follow-up mechanisms and control systems. • Responsible for processing approved requisition orders for supplies, printing, maintenance or other services for Regional Office. • Assist with maintaining FPS records and utilize FPS systems/database as necessary. • Prepares meeting minutes for agency employees • Capable of operating routine office equipment, such as scanners, copy machines, fax machines, and other miscellaneous office equipment. • Performs other miscellaneous duties such as making travel plans, assisting Government employee in the preparation of travel authorizations and expense reports, maintaining time and attendance reports, making copies, and arranging for conference rooms.   Job Description: This position provides administrative support to the Regional Director and subordinate staff in the FPS Region 5 Regional Head Quarters Office located in Chicago, IL. The secretary maintains a close and highly responsive relationship to the day-to-day activities of the Regional Office management staff, works fairly independently with minimal oversight. The responsibilities of this position include having knowledge and understanding of FPS R5 program mission, objectives, goals, plans and procedures.

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States

IL  

Security Clearance

NO Security Clearance

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