Secretary III

Secretary III

Company Overview:

KMS Solutions, LLC is a technical management / solutions company that specializes in engineering, analysis, and cyber security. Founded in 2005, KMS is a certified small business with nearly two decades of experience supporting the Department of Defense as well as many other departments and programs critical to our Nation's security and well-being.

KMS is a two-time winner of the USA Today Top Workplaces recognizing quality workplace cultures across the United States who put their employees first. Additionally, we received the Providence Journal Rhode Island Top Workplaces award and Culture Excellence Awards for Compensation & Benefits, Innovation, Leadership, Purpose & Values and Work-Life Flexibility

This position is contingent upon your ability to maintain your active DoD level clearance. This position is also contingent upon contract award.

Position Summary / Objective:

The Secretary III will provide advanced administrative support, including managing correspondence, coordinating meetings, and assisting with documentation. This role supports the contract by ensuring that administrative tasks are completed efficiently, allowing the department to focus on delivering contract requirements.

Essential functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• 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; collects, compiles, and analyses data.
• Prepare and manage correspondence, reports, and documents.
• 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, answers telephones, manages calendar, and arranges for meeting rooms.
• Reviews materials prepared for government 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, printing, maintenance, or other services. Is familiar with Microsoft Office products (including but not limited to Excel, Access, PowerPoint, Visio, Word, Outlook, SharePoint, and Teams), prepares correspondence adhering to the Navy Correspondence Manual and local directives and instructions, takes and transcribes dictation, and establishes and maintain office files.
• Reviews correspondence for consistency and conformance with the Navy Correspondence Manual and local directives and instructions; assures that proper clearances have been obtained, when needed.
• Schedule and coordinate meetings, including preparing agendas and recording minutes.
• Assist with travel arrangements and prepare expense reports.
• Coordinate the routing of documents for signatures and approvals.
• Proofread and edit correspondence to ensure clarity and accuracy.
• Assist in preparing presentation materials for meetings.
• Manage visitor access and coordinate security protocols.
• Respond to inquiries and provide accurate information.
• Provide administrative support for contract modifications.
• Organize and maintain physical and electronic filing systems.
• Maintain and update departmental calendars.
• Coordinate with other administrative staff to ensure consistent office support.
• Compile data and assist in generating reports.
• Assist in the development of administrative procedures to improve efficiency.

Required education and experience:

• A high school diploma or equivalent is required.
• Minimum of 4 years of experience in advanced administrative support, including managing documentation and meetings.
• Able to obtain / maintain an Active DoD Secret security clearance or higher.

Preferred education and experience:

• Advanced proficiency in office management software and tools.
• Strong written and verbal communication skills.
• Ability to manage high-level correspondence and complex scheduling.
• Experience in organizing and maintaining detailed records.
• Ability to prepare reports and presentation materials
• Ability to advise junior team members on new procedures and request information needed for periodic or special conferences, reports, inquiries, etc.
• conferences, reports, inquiries, etc.
• Familiarity with the Navy Correspondence Manual

Competencies:

• Proficiency in managing office tasks.
• Strong written and verbal communication skills.
• Attention to detail and accuracy in document preparation.
• Strong interpersonal skills required.
• Must be comfortable in a fast-paced, dynamic environment, and be able to handle multiple tasks simultaneously.
• Must be able to work independently and be self-motivated.
• Must demonstrate strong oral and written communication skills, excellent customer service skills, and be able to handle pressure.
• The ability to communicate professionally, both orally and in writing, with customers, vendors, management, and coworkers are crucial.

Additional eligibility requirements

Work authorization/security clearance requirements:

An active DoD Secret security clearance.

Other Duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Supervisory Responsibility:

None

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. Excellent listening skills are essential. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. Must be able to lift up to 20 lbs.

Position Type/Expected Hours of Work:

The typical workday is eight hours in length. Some flexibility in hours is allowed, with concurrence from the supervisor. Attendance at prescheduled mandatory meetings is required. Must be available during the core work hours as determined by your contract/location and must account for the required number of hours in a pay period to maintain Full-time status.

Telework:

• No telework allowed for this position - 100% onsite.

Travel:

• Ability to travel CONUS; potential to travel OCONUS
• Travel up to 10% may be required.

Benefits and Additional Compensation:

KMS offers a competitive benefits packaging including medical, dental and vision insurances, flexible spending account, PTO, paid holidays, military leave, bereavement leave, 401k / retirement savings plan, professional development and tuition reimbursement, basic and voluntary life insurance / AD&D, short-term and long-term disability, voluntary AFLAC supplemental insurance products and employee assistance plan (EAP) program. Additionally, KMS offers employee referral bonuses and a discretionary annual bonus.

AAP/EEO Statement:

KMS Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

KMS Solutions is a drug free workplace.

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