Secretary at FBI
Apply online at www.forfeituresupport.com
Location: Washington, DC
Requisition Number: 15-535
Posted Compensation: Rate Commensurate w/Exp
Forfeiture Support Associates, LLC (FSA), a rapidly growing professional support services company delivering high-quality service in support of the Law Enforcement community is anticipating the following vacancy:
Secretary at the FBI Office of Public Affairs.
The Secretary shall provide administrative and related support services and assistance for the Office of Public Affairs, Front Office, Section Chief (SC) or comparable position. The section is divided into a number of units or subordinate activities.
In support of the administrative and support services provided, the Secretary shall:
1. In the absence of the SC, the Secretary shall assume responsibility for ensuring requests for action or information, which would receive the SC’s attention, are made known to responsible personnel who can carry out or satisfy the request.
2. Follow up on resulting activities for the purpose of briefing the SC.
3. Recommend to the responsible personnel whether important or emergency matters should be brought to the SC’s attention when the SC is absent, but accessible.
4. Maintain personnel records for the Section, showing dates of entry, assignments, and changes of status, residences and telephone numbers.
5. Assist in making arrangements for presentations and/or lectures, either for the SC or for a member of his/her staff. Types documents from rough draft and makes necessary changes to fit the situation at hand.
6. Receive and screen all telephone calls, determines the nature, purpose and sensitivity of the call and recommends to responsible personnel whether or not the circumstances require personal attention or refers the call to appropriate staff.
7. Receive visitors coming to see the SC, such as other SCs, executive management, subordinate employees, and others. Maintains appointment schedule and provides general administrative support for the SC as applicable. The Secretary is the first point-of-contact to greet arriving visitors.
8. Schedule and arrange appointments, meetings, conferences, and other engagements without prior approval, or upon request based on established practices, coordinates changes or confirmations, as necessary, and maintains appointment schedule(s) on a daily basis. As appropriate, makes final commitments to high level officials within the agency and from other agencies, the general public, and private industry on a regular and recurring basis. Assures that commitments are recorded and modified and that the SC is reminded of pending engagements. Gathers background data for the topic of the meeting. When requested, attends meetings for the purpose of taking notes or otherwise contributing or assisting in the accomplishment of meeting objectives.
9. Review all incoming and outgoing correspondence for subject content and routes to appropriate office; notes important items requiring follow-up; and/or takes necessary action on items which require acknowledgment of routine correspondence, file items or reference materials. Maintains suspense system, and provides correspondence and report as changes occur. Separates material requiring personal attention of the SC. Reviews outgoing correspondence and reports to ensure proper format, correct grammatical usage, references, and enclosures and the necessary coordination of facts has been completed and is in accordance with established policy.
10.Perform a variety of office automation and word processing duties in support of office operations. Uses electronic typewriter, word processor, computer terminal in conjunction with applicable software and related printers and modems, to produce accurate and efficient work. Composes and types a variety of narrative material (e.g., correspondence, endorsements, reports, and other informational items). Is responsible for proper format, such as spelling, grammar, capitalization, punctuation; and, as applicable, arrangement of tabulated data and editing functions to incorporate substantive changes. Correspondence frequently includes classified information, technical words and phrases, and secret or confidential information.
11.Transmit, receive, and acknowledge electronic mail and messages, checking transmittals for proper clearances; prints hard copies of incoming mail or messages and routes to designated units entering applicable date, time, or other identifying data into electronic files or documents, as may be required. May be responsible for supplies, equipment, and printing and maintenance services.
12.Make travel arrangements and maintains computerized record of itineraries, including their drafting and preparation. Reviews itineraries prepared by others to maintain awareness of movement, at all times, so that they may be contacted as necessary. Ensures that all lodging accommodations are arranged in advance to be certain that appropriate accommodations are available.
13.Arrange for conferences, assuring that room, seating, supplies, back-up information or equipment is available. Reviews travel voucher when trip is completed. In response to frequent unavoidable changes in SC’s schedule adjusts the appointment schedules of others, and notifies SC regarding schedule or appointment changes.
14.Provide liaison through the relay of messages and instructions from the supervisors to other staff members, assuring that they are aware of his/her schedule in order that they can plan meetings at which the supervisor should be present.
15.During review of correspondence passing through the Office, notes statements that may be affected by pending information or decisions and, where such information can be passed along, informs originator prior to review and signature by the SC.
Minimum Education and Experience:
Shall have an Associate’s Degree or its equivalent.
Shall have at least 4 years of experience in the field of office management or a related area.
Shall have demonstrated experience in the following:
- Demonstrated experience in information management; producing correspondence and documents and knowledge of administrative and clerical procedures to perform non-routine assignments such as locating and summarizing information from numerous sources and maintaining awareness of the administrative and clerical problems relating to the Office’s programs.
- Demonstrated experience of producing correspondence and documents and knowledge of administrative and clerical procedures to respond to verbal and written inquires and establish and maintain files and records.
- Demonstrated experience in skills in scheduling, reporting, and Microsoft Office Products and knowledge of administrative and clerical procedures concerning matters such as meetings, report deadlines, response requirements, and matters of procedure.
- Knowledge and experience with Microsoft Office Suite Products and with operating office equipment.
- Demonstrated experience with administrative and clerical procedures and demonstrated experience of producing correspondence and documents to recognize and properly distribute incoming correspondence or other mail or reports; prepare replies and maintain suspense files.
- BA or advanced degree in any area, preferably Office Administration or a related field.
This position requires an Active Top Secret Clearance, U.S. Citizenship and a 7 (or 10) year minimum background investigation.
Area of Interest: Administrative and Clerical Support
Position Schedule: Full-time
Forfeiture Support Associates (FSA), LLC is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, employ, train, compensate, and promote qualified persons in all job titles without regard to age, ancestry, color, gender, HIV status, marital status, medical condition, national origin, physical or mental disability, race, religion, sex, sexual orientation (including gender expression and identity), veteran status, family leave status or any protected group status as defined by applicable law.