Secretary / Administrative Assistant (5626)

Ghostrock, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking a Secretary / Administrative Assistant in Norco, CA.

POSITION 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 mem