Secretary III

Akima; Dahlgren (VA); On-site; USD 31,000 - 44,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) plan

Paid vacation/leave

Life insurance

Job summary

Akima is seeking a Secretary III to provide senior-level administrative support to NSWCDD Division Leadership and staff. The role coordinates administrative operations, manages correspondence, and ensures timely completion of actions while guiding contractor support personnel.

The ideal candidate will have DoD clearance eligibility, extensive Microsoft Office proficiency, and strong organizational skills to manage meetings, records, and onboarding tasks in a fast-paced government environment.

Qualifications

• Must be a US Citizen with a current DoD Interim Secret and ability to obtain and maintain a final Secret clearance.
• Four years creating and maintaining documentation and data management systems, including two years supporting Federal Government programs.
• Experience providing mid-executive-level administrative support (O-6 military, GS-15 civilian or below).
• Proficiency in Microsoft Windows, Word, Excel, PowerPoint, Outlook, Teams, Access, and Adobe.
• Typing speed of at least 60 words per minute.
• Strong meeting coordination, calendars, appointment scheduling, and formal filing skills.
• Ability to handle classified or sensitive information (PII) with discretion.
• Experience directing contractor support teams and mentoring personnel.

Responsibilities

• Prepare, edit, review, and route correspondence, memoranda, and reports.
• Serve as Division contact for communications, deadlines, and inquiries.
• Coordinate leadership meetings, including minutes and action-item tracking.
• Support Division Staff and Branch Heads, providing coverage as needed.
• Assist with complex Excel workbooks and PowerPoint briefings.

Skills

Typing 60 wpm

Microsoft Office

Meeting coordination

Calendar management

Information security

Communication

Team leadership

Data management

PII handling

Tools

SharePoint

Confluence

Archibus

DISS

DoD timekeeping

Navy procedures

Job description

The Secretary III provides senior-level administrative and clerical support to NSWCDD Division Leadership, Division Staff, and Branch Heads. The position coordinates administrative operations, manages correspondence and information systems, supports leadership meetings, tracks personnel and organizational requirements, and ensures timely completion of administrative actions. The position requires strong organizational skills, independent judgment, advanced software proficiency, and the ability to coordinate and guide contractor administrative support personnel.

Responsibilities

Executive and Administrative Support

• Prepare, edit, review, and route technical and non-technical correspondence, memoranda, reports, presentations, and other materials.
• Serve as the Division's primary administrative point of contact, managing communications, inquiries, correspondence, and administrative deadlines.
• Coordinate leadership meetings, including scheduling, logistics, agendas, minutes, action-item tracking, and follow-up.
• Support Division Staff and Branch Heads, including providing temporary administrative coverage when needed.
• Assist with complex Excel workbooks, PowerPoint briefings, awards submissions, and Division All Hands activities.

Information and Records Management

• Maintain Division SharePoint sites, Teams channels, and Confluence pages, including Division Staff and quarterly All Hands information.
• Develop and maintain systems and procedures for tracking administrative actions, project activities, deadlines, and leadership requirements.
• Maintain organizational charts, electronic records, and the Division Records Management Administrative File Plan in accordance with established requirements.
• Maintain Archibus records, including monthly seating assignment verification and data corrections.
• Identify and support improvements to administrative processes and procedures.

Personnel Administration and Timekeeping

• Serve as Division Timekeeper, monitoring timecard submissions, identifying delinquencies and discrepancies, generating reports, and processing authorized corrections.
• Track SSEP onboarding and departure dates and ensure new employees and interns complete required onboarding checklists.
• Maintain Division emergency muster and personnel accountability information.
• Coordinate visitor access and submit required Pass & ID, DISS, transportation, BER, and OneStop requests.

Administrative Coordination and Team Support

• Coordinate administrative activities with the Department Executive Assistant, Division Leadership, Branch Heads, technical personnel, and branch secretarial staff.
• Communicate established procedures and provide guidance, assistance, and training to contractor administrative support personnel.
• Support consistent administrative practices, collaboration, and resolution of administrative issues across the Division.
• Coordinate office equipment requirements, basic troubleshooting, and other daily administrative support needs.

Professional Responsibilities

• Independently manage competing priorities, maintain accurate records, and meet established deadlines.
• Handle classified, sensitive, and personally identifiable information with appropriate discretion and security.
• Maintain professional communication, responsiveness, and effective working relationships with Government and contractor personnel.
• Perform all duties within the boundaries of a non-personal services contract, without exercising supervisory authority over Government employees.

Qualifications

Candidates must meet the following contractual Secretary III labor category requirements:

• Must be a US Citizen with a current DoD Interim Secret and ability to obtain and maintain a final Secret clearance.
• Experience: Four (4) years creating and maintaining documentation and data management systems, including two (2) years supporting Federal Government programs.
• Executive Support: Experience providing mid-executive-level administrative support (O-6 military, GS-15 civilian or below) and general administrative support.
• Software: Proficiency in Microsoft Windows, Word, Excel, PowerPoint, Outlook, Teams, Access, and Adobe.
• Typing: Minimum 60 words per minute.
• Administrative Skills: Demonstrated proficiency in meeting coordination, calendars, appointment scheduling, formal filing systems, document editing and formatting to Government standards, scanning, faxing, telephone support, and professional visitor reception.
• Communication: Ability to work independently, multitask, communicate professionally, prepare formal reports, and produce formal meeting minutes.
• Information Security: Experience handling and storing classified or sensitive information, including Personally Identifiable Information (PII).
• Team Leadership: Experience overseeing and directing contractor support teams, training and mentoring personnel, team building, and conflict resolution.

Additional Desired Skills

• Experience with SharePoint, Confluence, Archibus, DISS, DoD timekeeping systems, Navy administrative procedures, and advanced Excel and PowerPoint applications is highly desirable.

Performance Expectations

• The Secretary III must demonstrate accuracy, professionalism, initiative, and responsiveness while independently managing administrative responsibilities.
• Successful performance requires effective coordination with Division Leadership, timely completion of taskings.

Any clearance requirements for this position are established by the government contract.

Pay Range

$27.00 per hour

Health & Welfare

$5.09 per hour

Benefits

SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

Company Description

Work Where it Matters

Akima Mission Optimization (AMO), an Akima company, is not just another federal logistics contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At AMO, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders, AMO provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

For our government customers, AMO delivers innovative administrative support services that streamline operations, and enhance productivity.

As an AMO employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.