A/A Administrative Aide

Overview

Electric Boat Department 462 Ship Signatures has an opening for 2 experienced Administrative Aides (AA) to join the New London-based administrative team. The administrative team supports a department with 1 senior manager, 3 managers, 18 supervisors and 225 engineers, technicians and IT staff.

 

Responsibilities for supporting the department managers include: 

• Answer phones and provide Outlook calendar and email management
• Send emails on behalf of the managers
• Author, edit and issue department correspondence from the managers
• Communicate management delegation information and maintaining records of delegation activities
• Record and publish staff meeting minutes

Responsibilities for supporting the supervisor staff include: 

• Manage department tools including vacation calendar, organizational charts, financial reporting, hiring status,
• Complete employee on-boarding, internal transfers and severance processes
• Collect and organize professional development plans for department employees
• Update EB business systems with employee information
• Maintain and update seating plans for the department and facility
• Maintain and update fire egress lists
• Track hiring and attrition statistics

Responsibilities for supporting engineers, technicians and IT staff include: 

• Review, format, package, and distribute classified and unclassified documents
• Assign, track, and close program and department commitments
• Track and issue department policy and procedures via EB business systems
• Prepare travel reservations, approval requests and expense reports through Concur
• Process labor corrections for employees
• Assign file numbers for formal correspondence
• Maintain the department supply inventory and cell phone locker keys inventory
• Generate service requests for telephones and computers for new hires
• Pick-up and distribute department mail
• Assign and remove training courses

Responsibilities handling classified information include: 

• Performing classified document packaging and distribution
• Maintaining and administering Microsoft Access Database of addresses for classified distribution
• Preparing visit and security clearance requests for off-site visits
• Maintain training and access to classified information systems

Important note: Occasional evening or weekend overtime may be required.

Qualifications

Required:

• High School Diploma or equivalent
• A minimum of 2 years of administrative experience
• Typing 45+ WPM required (passing a typing test will be required)
• Ability to obtain and maintain a DoD SECRET clearance

Preferred:

• Active DoD Secret Clearance
• BA/BS degree
• 5+ years of experience in an administrative or office management position

Skills

Skills 

• Works independently, accepts assignments directly from department staff, balance multiple assignments relying on supervision only to provide prioritization of conflicting needs
• Ability to ensure the highest level of product quality is maintained according to company and department policies
• Time management skills to be able to manage lost time and complete work in a timely fashion
• Strong interpersonal skills and a positive team attitude
• Demonstrated proficiency with MS Office tools including Excel spreadsheets, charts and pivot tables, Word processing including formatting, proofreading and application of styles, Word template generation, Powerpoint presentation generation, Outlook calendar and email, Microsoft Teams for hosting meetings
• Ability to learn and use:
  • CONCUR Travel Reservation/Expense Report tools
  • CITIS and other web-based applications
  • Adobe Acrobat Full Edition (not just Acrobat Reader) or comparable