Secretary III (Code LB)
MAJOR RESPONSIBILITIES
Alcyon Technical Services, located at NASA Glenn Research Center (GRC), is recruiting for a Office Support Assistant/Secretary III to provide a variety of clerical duties that facilitate the work of Code LB/The Management Support and Integration Office. Work involves managing office operations, independently carrying out a variety of administrative and clerical support assignments, and assisting customers with a variety of matters related to the mission of the organization.
DUTIES AND RESPONSIBILITIES · Compose and type letters, memorandums, documents, reports, presentations (or viewgraphs), meeting minutes, agendas, and meeting notices in accordance with NPR 1450.10 and using the Microsoft Office (MS) Suite or similar software · Prepare posting, as requested, and submit to GRCs electronic bulletin board. (i.e., Today@Glenn) · Prepare spreadsheets, tables, charts, and graphs, and establish databases using the MS Suite or similar software. Organize data in the database to facilitate preparation of reports and analyses · Extract data from GRC database systems · Complete forms using Government-furnished software (e.g., Adobe Reader) · Answer telephones, return telephone calls, and direct inquiries · Send, receive, and distribute facsimiles · Schedule locations and attendance for meetings and conferences including notifying participants of scheduled date/time · Provide logistical coordination support for Center or organizational events and meetings · Establish, maintain, and schedule meetings via electronic calendars using the Government-furnished software (e.g., Outlook) · Coordinate Video Teleconference System (VITS) schedule with Center Point of Contact. Remain on stand-by during VITS and assist participants on use of equipment · Support GRC teleconferencing systems · Perform visitor control, security, and clearance functions for domestic and international visitors · Maintain and schedule meeting rooms · Screen and distribute mail · Copy and distribute material as requested · Prepare, route, and track GRC-22 & electronic NF-1676 approvals · Prepare travel packages for both domestic and international travel · Provide support in office move coordination, as approved by the Space Management Committee · Not prepare travel authorizations, expense reports, and purchase requisitions outside of the Business Unit (described in Section 7.2.3) · Upon request, communicate and coordinate travel with the Business Unit; maintain travel authorization and expense report files; submit/fax/scan travel receipts to the Business Unit; and assist a traveler with NASA Shared Service Center (NSSC) travel audit requests. Travel records shall be maintained in accordance with NRRS 1441.1 · Establish, organize, and maintain all administrative files for the Division in accordance with the NASA Records Retention Schedule (NRRS 1441.1), and adhere to NASA and GRC requirements for Sensitive but Unclassified (SBU) information · Maintain action logs · Prepare and track work orders · Order and maintain stock and/or supplies · Serve as delegate for government purchase card (e.g., P-Card) entries · Serve as primary or backup Records Liaison Officer (RLO) for the location, arrangement, access to, and use of office files, and for maintenance, transfer, and disposition of records Serves as a backup: · Meeting support, to include the Engineering Management Board and the Research Review Board. Supports the activities of the Research Review Board in coordination with the Directorate New Business Liaison. This includes scheduling meetings, receiving and assembling presentation packages, distributing agendas, taking minutes and tracking action items ·Other duties as required
Required Skills
REQUIRED EDUCATION AND EXPERIENCE:
Required Experience
REQUIRED EDUCATION AND EXPERIENCE: