SOSi

Executive Secretary- Global Compensation Directorate

Job Locations US-SC-Charleston
Job Post Information* : Posted Date 3 weeks ago(5/13/2020 3:17 PM)
ID
2020-3799
Location : Location
US-SC-Charleston
Clearance Requirement
Secret
Job Requires Relocation
Yes

Overview

SOSi is currently seeking an experienced Executive Secretary to support the Global Compensation Directorate in Charleston, SC.  The ideal candidate will possess extensive experience with executive level and staff administrative support services.

Responsibilities

  • Supports Global Compensation Upper Management and staff (contractor and civil service) with day-to-day administrative tasks
  • Responsible for maintaining sign in/out and lunch logs, daily data entry in the Resource Management database program (entering new employees, removal of employees, updating team information, and inputting attendance from the logs, etc.)
  • Running and preparing specialized T&A reports as requested from the Resource Management Database 
  • Assists and prepares office space for new employees (contractor and civil service): Setting up the cubical with the appropriate computer monitor(s) and hard drive; Phone set up - including phone accounts, audix; name placard; office supplies, welcome sign and cleaning cubical.  
  • Prepares, proof-reads, and/or edits correspondence, recurring reports, agendas and like documents
  • Acts as the division timekeeper using Tatel for 40+ direct hire personnel. Ensures all leave forms are collected and entered into Tatel timely and accurately.    
  • Greets and screens GC telephone calls, visitors, or incoming correspondence and provides “solution based” customer service.
  • Working knowledge of:  Color Copier; including adding toner and paper as needed, Fax Machine; including adding paper as needed, Color printer; including adding toner and paper as needed, B&W printer; including adding toner and paper as needed. Digital sender (i.e. scanner), Shredder; including adding shred bags and disposing of full bags for all staff within the Global Compensation directorate. 
  • Manages inventory of Directorate office supply closet for Global Compensation:  re-ordering supplies, picking up supplies from mailroom, etc.
  • Anticipates and prepares materials needed by the supervisors for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.
  • Preparation of travel orders for division personnel, arranging accommodations, transportation, and travel documents. Reviews contractor travel funding memo and requests for travel compensation hours associated with each travel for accuracy and conformance to CST and GFS travel policies; Produces and tracks travel orders in E2 for direct-hire staff; Obtains e-tickets for direct hire travelers before commencement of travel; Develops and sends country clearance request; Obtains visas for traveler and advise staff on visa requirements.
  • Pick up or deliver, open, track, and/or routes mail as needed for or from staff in the Global Compensation directorate and CGFS mailroom.  Assists all Directorate personnel with faxing, copying, scanning, requisitioning office supplies, placing service calls, troubleshooting, etc.  Prepare, mail, sign for, and distributes UPS/Fed Ex Packages.
  • Manages the GC Conference rooms to include; scheduling for Global Compensation meetings and creates attendees list as requested.
  • Attends and records meeting minutes and notes when requested by the GC Management Team and disburses the meeting minutes to the applicable staff.
  • Coordinates and plans GC events each year, which are designed to maintain high levels of morale, a strong sense of teamwork, and positive and personal interaction.
  • Other duties/projects as assigned

Qualifications

  • Active Secret Clearance or obility to obtain Interim Secret Clearance
  • Superior oral and written communication skills, plus the ability to follow directions and understand brief explanations of work requirements.
  • Intermediate level experience with computer applications (MS Office Excel, Power Point, Outlook and Word) is required.  Beginner/Intermediate Access experience is also required.
  • Must be flexible to change, ability to work in a fast-paced business environment, work with dynamic personalities and demonstrate professionalism at all times.
  • Must have top-notch customer service, communication, organizational, multi-tasking and people skills.
  • Ability to lift 10 pounds or more, as well as the ability to sit, stand, bend, kneel and type for extended periods of time.
  • Maintains a close and highly responsive relationship to the office’s day-to-day activities and works fairly independently, receiving a minimum of detailed guidance

Preferred Qualifications

  • Prefer a candidate with a Four (4) year college degree in Accounting, Business, Computers, or relevant discipline.
  • Knowledge or experience with the following software systems is highly desired: Microsoft Office 2007 (Word, Excel, PowerPoint, Publisher, Access and Outlook), TATEL, E2 (GeT) Solutions (Travel System), IDP database system, CableXpress, CAPPS, GEMS, Report.Web and DIS (Document Imaging System).
  • Fluency in a foreign language is desirable, but not required.

Working Conditions

  • Work environment is normal for office setting in a multiple building campus (closely located) located in a Federal Facility
  • The workday is 8-hour and 45-minutes including a 45-minute non-compensated lunch
  • Core hours are from 9am-3pm
  • Working conditions are normal for an office environment.
  • Fast paced, deadline-oriented environment.

 

SOSi is an equal employment opportunity employer and affirmative action employer. All interested individuals will receive consideration and will not be discriminated against on the basis of race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, genetic information, or protected veteran status. SOSi takes affirmative action in support of its policy to advance diversity and inclusion of individuals who are minorities, women, protected veterans, and individuals with disabilities.


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