Administrative Assistant

IQUASAR LLC; Newport (RI); On-site; USD 42,000 - 54,000; Full time

Job summary

iQuasar LLC is seeking an Administrative Assistant in Newport, Rhode Island, to support NUWC Division Newport. The role centers on front desk operations, office management, and handling complex government documentation within a security-conscious environment.

Responsibilities cover transcription of SF-52, document preparation, classified material handling, timekeeping, travel orders in the DTS, and meeting/visit coordination, all in support of Program and Department operations.

Qualifications

• Experience supporting US Navy/DoD environments is required.
• Familiarity with government documentation and SF-52 processes.
• Knowledge of the Defense Travel System (DTS) and related workflows.

Responsibilities

• Front Desk Operations: provide in-person coverage, answer calls, greet visitors, and coordinate interviews.
• Monitor printers, copiers, and fax machines; report service needs and stock supplies.
• Transcribe Government Furnished Information into SF-52 packages with accuracy.
• Prepare, edit, and route documents, Naval Messages, and correspondence.
• Prepare CLASSIFIED GFI distribution, maintain logs, and handle custody forms.
• Enter and verify timekeeping data; produce reports from government databases.
• Reserve conference rooms and manage meeting agendas and calendars.
• Draft TDY travel orders and track approval processes in DTS.
• Support visit requests, register attendees, and coordinate security requirements.

Skills

Administrative support

Office management

Tools

DTS

SF-52

ERP

Fiori

Job description

iQuasar LLC is looking for a Administrative Assistant in Newport, Rhode Island. At iQuasar, we strive to provide the next generation of cutting-edge technologies. Our growth means exciting career opportunities for talented professionals in engineering, software development, and other key areas. We offer competitive compensation and benefits including Health, Vision, and Dental Insurance, matching 401k plan, and other benefits given below, excellent training, and a vibrant working environment. Our employees are exceptional, giving us a competitive advantage by innovating solutions with a strong sense of mission and integrity.

Position: Administrative Assistant

Location: NUWC Division Newport-1176 Howell Street, Newport, Rhode Island

Clearance: Secret or above

Responsibilities:

Personnel supporting this requirement shall be capable of performing the applicable office management services identified in the PWS, including:

Front Desk Operations: Provide in-person front desk coverage each workday for the Department Head and each Division Head's office. Answer incoming telephone calls and either transfer the call, record and deliver a message, or forward the caller to the appropriate voicemail. Ensure constant phone coverage during the workday, including forwarding calls to another Contractor admin when necessary. Greet visitors, determine the nature of their visit, and direct them to cognizant Government personnel. Coordinate interviews and print documentation. Update and maintain building Muster Lists, Code 15 emergency recall lists, and other Code 15 personnel tools located on Division Teams pages. Monitor printer/copier functionality and submit trouble tickets when equipment is not working properly.

Monitor paper and toner levels for printers, copiers, and fax machines and inform the Government POC when service calls or supplies are needed. Inventory and organize office supplies and provide a list of recommended consumable office supplies. Package and prepare mail for distribution or mailing, both internal and external to NUWCDIVNPT, and sort and distribute incoming mail.

Personnel Action/SF-52 Support: Perform the non-discretionary, clerical task of transcribing Government Furnished Information into the Command's Personnel .Action tool to populate Standard Form 52 (SF-52) packages. Accurately transcribe Government-provided information into designated fields, attach Government- provided supporting documents, and submit assembled packages into the predefined electronic routing chain for Government reviews, signatures, and approvals. The contractor shall not advise Government personnel regarding personnel actions, independently draft or edit substantive justifications, interpret personnel regulations, or exercise discretion regarding SF-52 content.

Document Preparation and Handling: Prepare, edit, and handle documents and correspondence for Code 15 Department-wide and Programmatic level requirements. Perform records management of documents. Prepare, edit, and log documents; create, type, merge, revise, update, format, proofread, serialize, print, prepare, and route documents, presentations, Naval Messages, and correspondence.

Prepare CLASSIFIED GFI for distribution or mailing, including mailing labels, forwarding letters, and custody receipt forms. Maintain CLASSIFIED document logs and hand deliver CLASSIFIED GFI to NUWC control points. Scan, copy, collate, upload, file, and route documentation. Route incoming correspondence requiring signatures to the appropriate Government personnel. Compile presentation materials, including highlights, technical documentation, graphics, briefs, roadmaps, charts, and reports. Maintain correspondence logs.

Data Processing/Timekeeping: Enter, verify, and retrieve data to create and print reports from existing Government databases. Review timekeeping data in ERP against leave requests within Fiori to verify timecards are entered and accurate and that leave requests are accounted for. Compile consolidated reports identifying entries and discrepancies and provide them to the designated Government POC for review and action. The contractor shall not make corrective timesheet recommendations to Government employees.

Meeting Management: Reserve conference rooms based on Government-provided room availability, number of attendees, audiovisual requirements, and video- teleconferencing requirements. Compile meeting, leave, and travel schedules into Department POC calendars. Prepare Code 15 Department and Program Meeting Agendas for Government review.

Travel Management: Draft Temporary Duty (TDY) travel orders, vouchers, and training requests in the Defense Travel System (DTS). Track orders, vouchers, and requests through the approval process and notify approvers of urgent requests based on short-suspense travel dates.

Visit Requests: Support Code 15 personnel with meeting and visit requirements, including reserving locations, coordinating attendance, ensuring Classification Guidelines are posted, disseminating meeting requests, and submitting visit requests. Under Government direction, prepare meeting materials and record meeting minutes. Support approval, registration, and logistics for off-campus meetings and conferences. Research applicable Security Management Office (SMO)Codes and Points of Contact and enter visit requests into the Defense Information System for Security (DISS). Contact receiving activities to confirm receipt of visit requests and notify Government requestors following confirmation.

Preferred Requirements:

Prior administrative/office management experience supporting the U.S. Navy, Department of Defense (DoD), NAVSEA, or NUWC environment.

An Equal Opportunity Employer:

iQuasar LLC is a proud partner of the Military Spouse Employment Partnership (MSEP) and the Virginia Values Veterans (V3) Program, reflecting our strong commitment to supporting military spouses, veterans, and inclusive hiring practices. We are an Equal Opportunity Employer and do not discriminate based on race, religion, color, national origin, political affiliation, sex, sexual orientation, gender identity, age, marital/parental/veteran status, disability, genetic information, membership in an employee organization, retaliation, military service, non-merit factors, or any other characteristics protected by applicable law.