Secretary / Administrative Assistant (5626) at Ghostrock, LLC · Norco

Summary: Ghostrock, a subsidiary of Three Saints Bay, LLC, is a Federal Government Contractor industry leader, seeking a Secretary / Administrative Assistant in Norco, CA. The role involves performing various administrative tasks, managing classified materials, and providing support for meetings, correspondence, and travel arrangements. Responsibilities: - Perform office-related duties including operating office equipment, filing documents, word processing, sorting /distributing mail daily, and performing reception duties - Handle, and safeguard classified materials up to the SECRET level, to include the sorting and distribution of classified mail, in accordance with (IAW) DOD Manual 5200.01 - Perform access control duties, including the opening and closing of cipher locks for rooms containing classified information up to the SECRET level, when authorized - Assist with Safe Custodian duties for locking up and maintaining classified documents temporarily when required IAW DOD Manual 5200.01 - Screen phone calls, incoming correspondence and visitors. Provide telephone coverage Monday through Friday from 0800-1600 local time for each performance site - Make complete arrangements for meetings and events. Ensure that agendas, security clearances, briefing materials, and visual aids are prepared and in place - Update telephone lists and coordinate base office relocation for Government employees via ServiceNow - Assist with building representative duties relating to facility maintenance (e.g., putting in or calling in trouble calls for the respective buildings). Assist with safety building representative duties and building fire warden duties relating to safety measures for the respective buildings - Provide data entry support for reports, charts, and metrics - Provide the Government a monthly progress, status and management report to include progress of work, and the status of the program assigned tasking and notification of existing or potential problem areas - Provide a monthly financial report that addresses the status of funding on the Task Order to include total funding provided, labor funding expended, Other Direct Costs (ODCs) billed - Provide the Government with a personnel roster of all personnel - Submit a report describing the company’s organization, assignment of functions, duties and responsibilities, management procedures and policies, and reporting requirements for the conduct of contractually imposed tasks projects or programs - Notify the Government when contractors enter onto or separate from the Task Order - Track and report the completion status of their mandatory training - Correspondence Support: - Proofread, format, and edit official correspondence documents IAW SECNAV M-5216.5 - Prepare documents, minutes, and action item tracking in support of meetings and video/teleconferences - Collect information from the files or staff for routine inquiries on office programs or periodic reports and refer non-routine requests to appropriate staff members - Timekeeping Support: - Provide data entry and review of Government employee timekeeping information in Navy Enterprise Resource Planning (ERP) system IAW NSWCCORDIVINST 12600.2A. 5.2.4 - Travel Support: - Make travel arrangements to include making reservations, preparing travel authorizations, assisting with travel claims, and reviewing all travel documentation IAW DoDI 5154.31, Volume 3 and the Joint Forces Travel Regulation - Assist, coordinate and send security clearance along with other pertinent documentation to Government personnel for Defense Information System for Security. Ensure the accuracy and completeness of all submitted information - Shipping/Supply Support: - Input shipping data into Navy ERP and ensure items for shipment are wrapped/packaged IAW NSWCCORDIVINST 7322.1A - Gather and organize supply requests from designated personnel or departments, ensuring all required information is complete and accurate, and submit the complied orders to the Government for review and processing - Records Management: - Maintain recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans - Complete records management tasks IAW SECNAVINST 5210.8F, including labeling folders, files, and cabinets - Submit an Accident Incident Report to the Government for any unusual or non-routine incidents Required Qualifications: - High School Diploma - Secret Security Clearance Eligible - At least 1 year of relevant experience Required Skills: Secret Security Clearance, Office Equipment Operation, Document Filing, Word Processing, Classified Material Handling, Cipher Lock Operation, Safe Custodian Duties, Telephone Screening, Meeting and Event Coordination, ServiceNow, Data Entry, Report Preparation, Financial Reporting, Personnel Roster Management, Proofreading, Document Formatting, Minutes Preparation, Action Item Tracking, Navy Enterprise Resource Planning (ERP), Travel Arrangements, Travel Authorization Preparation, Defense Information System for Security, Shipping Data Entry, Records Management, Accident Incident Reporting Benefits: We offer our employees a comprehensive benefits package, The opportunity to take part in exciting projects with government and commercial clients, both domestic and international