Secretary II
- Compensation
- Not disclosed
- Location
- La Jolla, CA, US
- Work setup
- Not specified
- Seniority
- Not specified
- Employment
- Contract
- Experience
- Not specified
- Category
- Administration
- Posted
Skills
Must have
- Approximately five (5) or more years of experience in administrative or secretarial roles.
- Experience supporting leadership within a complex organizational structure.
- Ability to independently manage varied administrative situations within established policies.
- Strong organizational and prioritization skills.
- Proficiency in standard office software applications.
- Ability to review documents for procedural compliance and accuracy.
- Strong written and verbal communication skills.
- Ability to coordinate administrative processes across multiple units.
- Ability to maintain confidentiality and professionalism in a formal office environment
Full description
Clearance
Public Trust
Overview
OMB requires contractor support to assist multiple NOAA Fisheries offices (aka FMCs) with various administrative support functions.
Background
The Office of Management and Budget’s (OMB) mission is to support NOAA Fisheries programs in executing their responsibilities. MB coordinates national planning and development efforts, ensuring that the appropriate internal and external stakeholders are involved. MB provides guidance and direction to NOAA Fisheries in the areas of strategic planning, budget formulation and execution, performance management, enterprise risk management, safety and environmental compliance, facilities and asset management, security, loans, grant and acquisition management, internal controls and compliance, appeals freedom of information act, administrative inquiries and other administrative areas.
Responsibilities
- Screen telephone calls, visitors, and incoming correspondence, determining appropriate routing or response.
- Respond directly to inquiries regarding office procedures and established policies.
- Determine which matters should be handled by the supervisor, staff members, or other organizational units.
- Prepare and sign routine non-technical correspondence in own or supervisor’s name as appropriate.
- Schedule appointments without prior clearance and coordinate meeting logistics.
- Arrange conferences and meetings, assembling background materials and documentation.
- Attend meetings as required and record and report proceedings.
- Review outgoing correspondence for internal consistency, procedural compliance, and required clearances.
- Collect information from files or staff to respond to routine program inquiries and periodic reports.
- Refer non-routine or complex matters to supervisor or appropriate personnel.
- Explain supervisor requirements and office procedures to subordinate staff.
- Coordinate personnel and administrative forms and forward for processing.
- Maintain organized records and ensure adherence to formal administrative controls.
Qualifications
- Approximately five (5) or more years of experience in administrative or secretarial roles.
- Experience supporting leadership within a complex organizational structure.
- Ability to independently manage varied administrative situations within established policies.
- Strong organizational and prioritization skills.