Job Description
Job DescriptionSalary:
Peers and Partners, Inc. (Peers) is a management consulting and professional services company headquartered in Atlanta, GA. With a commitment to excellence and client service, we collaborate with federal agencies and commercial organizations to tackle complex challenges in health and education. At Peers, we are more than consultantswe are Partners dedicated to meaningful change. We are seeking a mission-focused Secretary II to support the Department of Homeland Security (DHS) Federal Protective Service (FPS). In this role, you will provide administrative and clerical support to ensure the efficient operation of the office, including managing correspondence, preparing reports, scheduling meetings, and maintaining records. Secretary II will handle sensitive information with discretion, assist staff with document preparation, and support day-to-day operations. This position plays a vital role in ensuring seamless communication, coordination, and administrative support across FPS programs.
Locations: San Francisco, CA, San Diego, CA and Phoenix, AZ
General Duties:
- Administrative Support: Perform a full range of standard and nonstandard clerical duties for FPS Region 9 District Commanders, requiring overall knowledge of FPS systems, policies, and procedures.
- Reception & Communication: Maintain the staff reception office, greet visitors, direct them to FPS personnel, and respond to calls/emails from staff, stakeholders, and the public.
- Calendar & Meeting Management: Manage up to three calendars (District and Area Commanders), schedule meetings/teleconferences, arrange logistics, prepare meeting materials, and record minutes.
- Records & Filing: Organize personnel files, employee records, filing systems, time and attendance documentation, and recurring reports.
- Correspondence: Draft routine correspondence, compose professional responses, prepare mailing labels, and handle incoming/outgoing mail, including express services.
- Budget & Reporting: Prepare information required for budget reports and compile data for leadership as directed.
- Database Management: Maintain access to FPS databases to compile and provide information to staff; maintain District shared drive folders for security assessments and committee memorandums.
- Program Support: Assist with Facility Security Assessment (FSA) programs, including pre-lease assessments, inspection reports, and database upkeep.
- Information Flow: Ensure efficient communication between District Commander, Area Commanders, Regional Staff, and FPS personnel to support mission requirements.
General Tasks:
- Performs various administrative functions, including maintaining calendars and schedules, making travel/accommodation arrangements, making meeting arrangements, interacting with clients/visitors, completing expense reports, maintaining/ordering supplies, maintaining files, copying, and faxing
- Organizes, creates, and maintains all files and documents
- Creates quality presentation materials and documents
- Assists in key document formatting and understands how to use templates
- Reviews and appropriately edits presentations
- Coordinates the development of materials and works effectively with appropriate individuals, and conducts follow-up for various projects and ongoing tasks and responsibilities
- Adheres to demanding timelines, maintains communication with other departments/individuals, and conducts follow-up for various projects and ongoing tasks and responsibilities
- Manages internal and external requests and works closely with all departments, as appropriate, to ensure excellent communication, follow-up, and the delivery of quality work to internal and external clients
- Assists in the achievement of overall corporate goals and objectives by working with management and other departments on special projects
- Performs other duties as necessary to meet corporate objectives
Qualifications:
- Education and Experience: Associate degree +4 years relevant experience, or High School plus 6 years relevant experience.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook) and office equipment (printers, copiers, scanners).
- Professional Skills: Strong attention to detail, accurate typing, spelling, and the ability to compile/organize reports.
- Specialized Requirements: Ability to handle sensitive or confidential information with discretion.