Secretary II

Ultipro; Hawaii; On-site; USD 42,000 - 62,000; Full time

Job summary

Tripler Army Medical Center is seeking an administrative support specialist to handle front-desk reception, data entry in UltiPro, and document management for the department. The role involves coordinating with project management, processing invoices, and maintaining employee records with on-site licensing and certifications.

The successful candidate will maintain safety records, assist with onboarding and background checks, and support reporting to government deliverables.

Qualifications

• Two years prior office administrative experience preferred.
• Experience with Microsoft Word, Excel and Outlook.
• Strong organizational skills.
• Experience using telephones, fax machines, copy machines, scanners and printers.

Responsibilities

• Provide reception services and greet visitors.
• Assist Project Manager with administrative support.
• Maintain employee records and upload documentation into UltiPro.
• Maintain safety files with electronic tracking of training and certifications.
• Upload licenses and certifications on site and electronically.
• Take meeting minutes and transcribe for distribution as required.
• Prepare and provide required reports to the government in accordance with Statement of Work deliverables.
• Update unions with monthly changes, additions, and performances.
• Process invoices through Company’s accounts payable system.
• Assist vendors with questions regarding information on invoices, documents & payments.
• Schedule interviews and provide management with necessary paperwork.
• Process backgrounds checks and pre-employment, and post-accident drug screens.
• In-process new employees and verify identification documents for I-9’s in UltiPro.
• Assist new hires with Onboarding process.
• Prepare termination paperwork for Project Manager review and update UltiPro.
• Track employee performance (reprimands, written warnings, counseling, note to file).
• Perform data entry in UltiPro, DMLSS, CMMS and other software as needed.
• Order office supplies in SmartsPro and distribute to departments.
• Perform scanning and copying of documents, sort and deliver mail.
• Schedule and coordinate annual medical testing.
• Assist Production Control Clerk with receiving, processing, and dispatching Help Desk work orders, including CMMS entry.
• Other duties as assigned

Skills

Office admin

Word

Excel

Outlook

Org skills

Phone & fax

Education

High School Diploma

Tools

UltiPro

DMLSS

CMMS

SmartsPro

Job description

Tripler Army Medical Center, HI 96859, USA

Description

General Summary

Primary provides administrative and secretarial support to the daily operations of the department. Secondarily provides backup support to Production Control Clerk.

Essential Duties and Responsibilities

• Provide reception services and greet visitors
• Assist Project Manager with administrative support
• Maintain employee records and upload documentation into UltiPro
• Maintain safety files with electronic tracking of training and certifications
• Upload licenses and certifications on site and electronically
• Take meeting minutes and transcribe for distribution as required
• Prepare and provide required reports to the government in accordance with Statement of Work deliverables
• Update unions with monthly changes, additions, and performances
• Process invoices through Company’s accounts payable system
• Assist vendors with questions regarding information on invoices, documents & payments
• Schedule interviews and provide management with necessary paperwork
• Process backgrounds checks and pre-employment, and post-accident drug screens
• In-process new employees and verify identification documents for I-9’s in UltiPro
• Assist new hires with Onboarding process
• Prepare termination paperwork for Project Manager review and update UltiPro
• Track employee performance (reprimands, written warnings, counseling, note to file)
• Perform data entry in UltiPro, DMLSS, Computerized Maintenance Management Software (CMMS) and other Company or government provided software, as needed
• Order office supplies in SmartsPro and distribute to departments
• Perform scanning and copying of documents, sort and deliver mail
• Schedule and coordinate annual medical testing
• Assist Production Control Clerk, when required, with receiving, processing, and dispatching Help Desk work orders, including entering information in CMMS
• Other duties as assigned

Knowledge, Experience and Skill Requirements

• Two years prior office administrative experience preferred
• Experience with Microsoft Word, Excel and Outlook
• Strong organizational skills
• Experience using telephones, fax machines, copy machines, scanners and printers

Licenses and Certification

Required:

• High School Diploma or Higher Education
• Valid Driver’s License

Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

• Must be able to pass background check and obtain NALAC Security Clearance.

This job description is subject to change by the employer as the needs of the employer and requirements of the job change.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.