Secretary I (Falls Church, VA)

Vision Centric Inc.; Falls Church (VA); On-site; USD 40,000 - 50,000; Full time

Job summary

Vision Centric, Inc. in Falls Church, VA seeks a Secretary I for full-time, onsite support. The role focuses on permit processing, data entry, and customer service, handling mail, logs, and recordkeeping with attention to privacy and compliance.

You will support managers, maintain archives, and coordinate with government staff leaders to ensure timely permit processing while maintaining professional relations across HQ and regional offices.

Qualifications

• Associates degree in a related field is required.
• Minimum of 3 years of administrative assistant experience.
• Experience with privacy act and records retention requirements.
• Familiarity with ePermits procedures and data entry.
• Proficient in Microsoft 365 (Word, Excel, PowerPoint, Outlook, OneDrive, Teams).
• Ability to conduct database searches and maintain detailed records.
• Able to obtain Public Trust clearance and pass a background check.

Responsibilities

• Administratively processes permit applications for timely review and customer service.
• Answer phone calls and provide information as needed.
• Enter, track, manage, and compile data using systems.
• Process mail, photocopy, sort, and log documents.
• Maintain and update permit logs and related files (digital and physical).
• Assist in inventory of archive files and catalog records.
• Coordinate with government-staffed Team Leaders on progress.
• Demonstrate professional demeanor and foster positive working relationships.

Skills

Quality control and assurance

Microsoft 365 applications

Privacy Act compliance

Data entry and record keeping

Communication logs

Education

Associates in related field

Job description

Job Title: Secretary I (Full-Time, Onsite)

Location: Falls Church, VA

Company: Vision Centric, Inc.

Clearance Level: Public Trust

The Administrative Assistant will be responsible for performing a host of administrative services including permit processing support (printing and mailing permits, assist the lead customer service attendant in answering questions from the public, responding to applicant inquiries, data entry and auditing, inventory of records, supporting managers in record retention and disposal, filing reports, etc.).

Job Summary/Essential Functions:

• Administratively processes application for permits within the permitting program to provide adequate review of proposed activities relative to procedural requirements and to provide timely permit processing and effective customer service.
• Answer phone calls as necessary.
• Utilize systems to enter, track, manage, and compile data accurately and efficiently.
• Process incoming mail by receiving, photocopying, sorting, and logging.
• Process E-permits through accurate data entry, auditing, coding, and ability to apply judgment when necessary.
• Maintain and update the Big Cat Registration log and related files (digital and physical).
• Assist in the inventory of archive files by electing the records that are of retention age and catalog them, update spreadsheet as needed.
• Consistently organizes, monitors, and trackers personal application workload.
• Undertakes regular consultation with the Government-staffed Team Leader on progress made on close application processing.
• Collaborates and cooperates with others to compete work products by coordination with involved parties.
• When confronted with a challenge or problem, recommend a solution for Government-staffed Team Leaders for consideration.
• Demonstrates interpersonal relationship skills and a professional demeanor that promotes developing and maintaining positive working relationships with other HQ branches and divisions, regional offices, and others.

Education and Experience:

• Education:Associatesin related field.
• Experience: Minimum of 3years of experience of Administrative Assistance

Qualifications and Skills:

• Experience in quality control and assurance.
• Ability to adhere to privacy act and records retention requirements.
• Ability to learn and comply with ePermits procedures for entry and retrieval of data regarding permits and licenses.
• Skill in database entry and extraction, record keeping and tracking, and communication logs.
• Maintain detail computer records, conduct computer searches and guidelines,
• Ability to perform repetitive tasks and manager high volume workload.
• Knowledge and understanding of the Federal Privacy Act of 1974.
• Competency with Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, OneDrive, and Microsoft Teams) and creating, organizing, analyzing, and presenting data.
• Ability to undergo a background check and obtain Public Trust clearance.

Our benefits package includes medical, dental, vision, Long Term Disability, Life Insurance, Short Term Disability, paid time off, paid holidays, flexible spending account, health savings account, health advocates, employee assistance program, tuition assistance program, 401k Plan ,as well as a fun and enthusiastic work environment that promotes a work/life balance!