Administrative Assistant - Junior Job at Kinsley Power Systems in Washington

Overview of the Position: The Administrative Assistant (Junior) provides front desk reception and access control support for Navy organization. This position requires a professional demeanor, attention to security protocols, and the ability to manage multiple administrative tasks effectively.

Responsibilities:

1. Answer telephones, relay incoming, outgoing, and intra-system calls, and act as a receptionist greeting visitors, determining the nature of visits, and directing visitors to appropriate persons.
2. Record and transmit messages, keep records of calls placed, provide information to callers and visitors, make appointments, keep a log of visitors, and issue visitor passes.
3. Occasionally type and perform other routine clerical work while at the receptionist station.
4. Greet all visitors professionally, including Foreign Chief of Naval Operations (CNOs), attaches, Corporate Executives, General and Flag Officers (FO/GO), and arrange VIP access into Navy office spaces.
5. Control access and badging, maintain records of visiting dignitaries, track and record foreign visitors via the Foreign Visitor System Confirmation Module (FVS-CM), process incoming visit requests, and manage courier cards, visitor's badges, and property passes.
6. Arrange escorts for personnel requiring escort and ensure visitors comply with security procedures.
7. Ensure personal electronic devices (PEDS) of visiting personnel are safeguarded during visits.
8. Ensure proper security of the reception area during working hours and proper lock-up at close of business.
9. Maintain comprehensive personnel security data using MS Access, prepare outgoing visit requests, use the Defense Information System for Security (DISS) or its successor for clearance and visit request information, and record security-related training for all assigned personnel and support contractors.
10. Receive, review, and input security clearance data into the visitor's database, ensuring that support contractors' visit requests are up-to-date, file visit requests, and maintain records.
11. Maintain current data reflecting Antiterrorism/Force Protection (AT/FP) training for all members of the activity and support contractors; prepare Individual Force Protection Plans (IFPPs) for travelers; and consult the current country terrorist threat list when preparing IFPPs.
12. Receive deliveries to the command, ensuring the proper protection and recording of all incoming items and their movement for dissemination.

Skills and Abilities:

• Strong organizational and administrative skills.
• Professional and proficient in dealings with senior officials.
• Excellent written and oral communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in MS Office Suite, especially MS Access.
• Attention to detail and adherence to security protocols.

Required Qualifications:

• High School Diploma.
• Experience in administrative support, office management, or a related area.
• Strong attention to detail in document preparation.
• Excellent interpersonal and communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• SECRET security clearance.
• US Citizenship is required, and all other eligible parties can apply.

Information Gateways Inc is an Equal Opportunity Employer, including disability/vets. At Information Gateways we also participate in E-Verify.

For more info email at ravir@infogateways.com