Secretary I

Come Join Our Team! First Division Consulting (FirstDiv)  provides program management, acquisition, logistics, field service representative, explosive ordnance disposal, and personnel support services to Department of Defense and Federal Government Agencies. We are a Small Business Administration certified Service-Disabled Veteran-Owned Small Business and a Small Disadvantaged Business. If you are looking for a company who has an overall rating on Glassdoor of 4.8 and who puts their people first, then continue to read below and join the FirstDiv team!

Location: Picatinny, NJ (On-Site)

Job Description and Responsibilities

First Div is seeking to hire a full-time Secretary I. This individual will provide administrative support, which will include general office duties. We are looking for someone who has experience with scheduling meetings, managing calendars, coordinated Teams meetings and also provide logistical support for Branch or Division events. You will also be responsible with assisting employees with Defense Travel System (DTS).

The qualified candidate must be able to perform the following:

• Working hours for this position would be Monday - Friday (0800-1600 typical shift).
• Provide multi-tasking and organization skills as they establish priorities, meet deadlines and disseminate information to the Branch as necessary.
• Execute general office duties as assigned (i.e., photo copies, shred documentation, distribute USPS mail).
• Create and print business cards, update organizational charts and generate correspondence following DoD and DoN records management guidelines.
• Update internal Standard Operating Procedures (SOPs) for the Branch.
• Collect and proofread weekly highlights for publishing to the G Department chain of command and Program Management Office (PMO).
• Create and manage excel spreadsheets and power point presentations while maintaining strict confidentiality with handling of records.
• Track training, certificates, awards and other various activities.
• Schedule meetings, calendars, trainings, Teams meetings, video teleconferences and book conference rooms.
• Provide logistical support for Branch or Division events (i.e., book the facility, send invites for attendees, create agendas, create rosters and capture/distribute meeting minutes).
• Request vendor payments through various mandated procurement systems and maintain office supplies for the Branch.
• Assist employees with the Defense Travel System (DTS) for travel requests.
• Input and track travel orders and verify funding is available.
• Support new employee orientations for the Branch.
• Troubleshoot discrepancies with Government Travel Credit Card (GTCC); follow up with payroll department to ensure timely resolutions.
• Submit Visitor Access Requests (VARs) through the Defense Information System for Security (DISS).
• Track time and attendance for regular hours, overtime, leave; reconcile timesheets as necessary in the Navy Enterprise Resource Planning (ERP) system.

• Associates degree with two (2) years of relevant experience performing administrative duties or a High School diploma or GED equivalent with four (4) years of relevant experience are required. The related experience MUST include performance of administrative support such as assisting in report preparation and publication, word processing, and basic cost data management.
• Candidate must be a qualified typist.
• Knowledge and operation of office productivity systems is essential. Must have experience with Microsoft applications (Outlook, Word, Excel, and PowerPoint).
• An active DoD secret clearance is required. Qualified candidates may start with an Interim Secret Clearance. Applicant selected may be subject to a security investigation and must meet eligibility requirements for access to classified information.

Physical Requirements:

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting may be required.
• Regular, predictable attendance is required.

Work Environment:

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (i.e., business office with computers, phone, and printers, light traffic).
• Ability to sit at a computer terminal for an extended period.

Medical, dental, vision, life insurance, STD, LTD, holidays, PTO and 401(k) plan with company match.

FirstDiv is an equal opportunity employer. We are committed to providing equal opportunity to all applicants and employees in full compliance with all applicable state and federal laws prohibiting discrimination on the basis of race, color, age, gender, sexual orientation, gender identity and/or expression, religion, national origin, disability, protected veteran status, or any other class protected by applicable state or federal law.