Secretary II

Secretary II

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 II provides comprehensive administrative support, including managing documentation, coordinating office activities, and assisting in day-to-day operations. The role focuses on supporting the contract by ensuring efficient administrative processes, accurate record-keeping, and effective communication across teams.

Essential functions:

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

• Screens incoming correspondence and other tasks and responds to requests for information concerning office procedures.
• Makes arrangements for conferences and meetings and assembles established background materials, as directed. May attend meetings and record and report on the proceedings;
• 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.
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports. Refers non-routine requests to contractor lead.
• Coordinates personnel and administrative forms for the office and forwards for processing.
• Perform data entry and manage office supply inventory for seamless office operations.
• Performs correspondence quality control and file management
• Support timekeeping activities, including inputting work hours into the ERP system and running reports for Government certification.
• Prepare travel documentation and track travel order status.
• Provide general office support, including conference and meeting support, phone call management, appointment management, data entry, clerical duties, document routing, proofreading, and maintaining accuracy in all forms of correspondence.
• Prepare travel authorization forms and assist staff with travel arrangements.
• Coordinate the routing of documents for approvals and maintain tracking logs.
• Prepare presentation materials for meetings.
• Organize and maintain departmental files.
• Maintain office supply inventory and reorder as needed.
• Sort and distribute incoming and outgoing mail.

Required education and experience:

• A high school diploma or equivalent is required.
• Minimum of 2 years of experience in general office administration, including scheduling and correspondence management.
• Able to obtain / maintain an Active DoD Secret security clearance or higher.

Preferred education and experience:

• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Experience in scheduling and managing appointments.
• Ability to handle routine inquiries and provide customer service.
• Familiarity with the Navy Correspondence Manual

Competencies:

• Strong verbal communication skills.
• Ability to manage schedules and records.
• Attention to detail and accuracy in preparing correspondence.
• 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.
• Must be able to adapt to changing requirements and train junior personnel
• 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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