Secretary

At the direction of the Government Director, perform a variety of administrative and secretarial functions for the DOS/PPT Regional Management Staff and Contract Management staff. Maintain all office functions associated with meeting the needs of the front office including incoming calls, correspondence and faxes.

Essential Functions:

Telephone:
• Answer all incoming calls (external and internal) to the front office telephones in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis.
• Must demonstrate ability to diplomatically and effectively deal with calls from applicants as well as government officials.

Files:
• Serve as the primary point of contact with Consular Affairs (CA), Office of Personnel in Washington, D.C. on all federal personnel and attendance matters.
• Organize and maintain confidential employee records and subject matter files for the Federal managers.
• Maintain organizational listings of employees by type of appointment, etc.
• Must organize, type, collate, and file sensitive material.

Reports:
• Assure timely submission of reports on a daily, weekly, bi-monthly or monthly basis. These reports include spreadsheets, graphics and memoranda for the agency Director.
• Track and report official time and attendance records for all federal employees at the agency.

Miscellaneous:
• Type/create memorandums and correspondence as requested by DOS management and contract management staff.
• Receive deliveries and arrange for pick-up of outgoing shipments.
• Responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings.
• Sort incoming administrative mail and distribute it along with faxes.
• Attend meetings and generates minutes as necessary.
• Coordinate Contract Employee’s attendance.
• Assist Agency personnel with travel arrangements using online Travel Manager system.
• Serve as back-up for the Director’s Secretary.
• Adhere to the Federal Privacy Act Laws and have knowledge of federal personnel rules and regulations including the Foreign Affairs Manual Volume III (FAM-Personnel).
• Maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the workday.
• Interface with TDIS-PD system.

REQUIREMENTS:

Must have a HS diploma.

Must be able to obtain an Interim Secret Security Clearance to start employment. US Citizenship required.

Must be able to maintin a Secret Security Clearance to continue employment.

Must successfully complete/pass the CGI background investigation.

A. Job Performance
• Quality - must meet department minimum requirements for quality and job knowledge in one month of hire and thereafter consistently exceed those standards.
• Flexibility - willingly adapt to changes in procedures and assignments. Readily adjust to new situations and responsibilities. Maintain composure and productivity under stressful situations.

B. Professionalism
• Interpersonal/Organizational Communication - interact harmoniously, productively and in a courteous manner with DOS, Passport customers and co-workers. Willingly and positively accept feedback about performance, and respond with constructive improvements. Actively build relationships with others, which are free of conflict and lead to an easy exchange of information and help. Execute directions and plans from management, and demonstrates an ability to understand and help accomplish the overall goals of the Agency. Take care not to disturb others, (e.g. loud noises or excessive socializing.
• Time Utilization - use time effectively, set priorities, organize work and maintain an efficient workflow.

C. Dependability/Reliability
• Attendance - maintain an acceptable attendance record by not abusing leave time based on company policy and consistently pre-schedule planned leave with supervisor well in advance of time off.
• Punctuality - report to work at the appointed start time and continues to complete assigned tasks until the appropriate end time. Be prompt in returning from breaks, lunches and appointments.

D. Mental Demands:
• Ability to perform professionally in a highly stressful environment.
• Ability to perform multiple tasks.
• Willingness to learn other department tasks and assists in other areas of passport services as needed.
• Maintains flexibility to learn.

E. Physical Demands:
• Read rapidly from both paper and a computer terminal.
• Manual dexterity in the use of word processing equipment.
• Capable of performing daily repetitive tasks.
• Ability to move 30 lbs.

At CGI, we’re a team of builders. We call our employees members because all who join CGI are building their own company - one that has grown to professionals located in 100+ offices worldwide. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients win and grow. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients - and for our members. Come grow with us. Learn more at www.cgi.com.

This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.

We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted.

No unsolicited agency referrals please.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.


To APPLY go to:

https://clients.njoyn.com/CGI/xweb/Xweb.asp?tbtoken=YVFaRBhYR1U4ZnZ4NyYhElNUBBAtcUxYdFBXTikFDmZFWTIeWEocdxRxdURdGVtQSHBkWDpQ&chk=dFlbQBJQ&page=joblisting&CLID=21001&Lang=1

and look for position id: J1111-0318