Secretary II

TekPro Support Services, LLC (TSS) is an 8(a) Certified Alaska Native Company (ANC), and a subsidiary of the Bristol Bay Native Corporation (BBNC). We support several military installations and federal agencies across the nation.

What You'll Do:
Task 1 - Provide Customer Service

• Address the needs of all customers within the scope of the task order Statement of Work.
• Monitor incoming customer service requests from:

o Customers arriving at the ASC HD physical location (in person)
o Customers telephoning the ASC HD
o Customers e-mailing the ASC HD

• Ensure that e-mail and electronic customer service requests receive a response within 4 business hours of receipt. The contractor’s response shall be an acknowledgement of receipt, notification of completion, or a status update on the request, as appropriate.

Task 2 - Prepare Correspondence

• Prepare and review reports, summaries, replies to inquiries and other necessary material utilizing Microsoft Office 365 applications or other automated systems and selecting relevant information from a variety of sources such as reports, documents, or other correspondence.
• Review correspondence, reports, memoranda, and documents to ensure internal consistency and conformance with established procedures in NRC Management Directive 3.57 “Correspondence Management” and NRC Editorial Style Guide and obtain any necessary concurrences.

Task 3 - Perform Routine Office Tasks

• At the start of each workday, the contractor shall check voice mail for any messages received since the close of business of the previous workday, and the contractor shall return the call for any messages found by 10:00 a.m. After that, the contractor shall reply to any voice mail messages within 60 minutes of the voice mail message being left.
• Receive and screen incoming telephone calls, determine the identity of the caller, nature of the call, and transfer or refer to the appropriate individual.
• Place phone calls or lookup phone numbers.
• Maintain recurring internal reports.
• Enter data into automated systems as needed. ADAMS and eConcurrence
• Communicate information such as updated Office procedures or agendas.
• Coordinate administrative forms for the Office and forward them to appropriate party for processing.

Task 4 - Records Management Activities

• Support records management activities

Task 5 - Perform Scheduling Activities in Special Use Conference Space

• Perform scheduling activities for special use conference spaces including but not limited to: the OWFN Conference Center; TWFN Exhibit area; TWFN Auditorium; TWFN Green; and TWFN 6th Floor Executive conference room including one or more or a combination of the tasks below using Microsoft Office 365 or other applications:
• Manually approve use of the space, and request for physical setup for special use conference spaces and request audio visual and room setup requirements to the requester.
• Contact the meeting requester no later than 2 weeks before an event to review the support requirements for the event. Remind the requester to notify the contractor immediately if the activity is cancelled.
• Coordinate with the meeting requester to arrange for special setups, staging and seating configurations and arranging audio visual support/equipment, as required.
• Coordinate with appropriate parties to correct problems that may arise with setup, staging, equipment, etc.
• Review all upcoming events scheduled in special use conference spaces on the first business day of each week, for the upcoming 2 weeks, to identify and eliminate any possible double bookings or other scheduling conflicts. The contractor shall contact the requestor for any clarifications as required.
• When scheduling in the TWFN Green, Exhibit Area, and Auditorium, the contractor shall allow 2 hours between events to accommodate setup requirements. Exceptions can be made when only minor setup changes are needed between events.
• The contractor shall prepare a monthly schedule and activity requirements for the upcoming month for all special space reservations. This schedule is to be issued one week before the first day of the month, e.g., April’s monthly schedule should be submitted on March 25th. This schedule should include the date(s), time, contact person and telephone number, title of the activity, AV and room requirements, and number of participants (see attachment.) The contractor shall forward copies of this schedule to the TO COR and Building Management Specialist.
• Every Thursday, the contractor shall provide via email setup requests for the upcoming week to the TO COR, Building Management Specialist, and the Custodial Manager (fax number 301-415-7725). The email shall include the date, the area/room to be set up, the layout, and the setup completion time.

Task 6 - Obtain Supplies from NRC Supply Room

• Obtain supplies in the NRC Supply Room necessary to complete the Contractor’s assigned tasks.

Task 7 – Distribute, Receive, and track NRC Dosimeter Badges (approximately 30 bi- annually)

• The contractor shall (a) process NRC customer requests for the issue/return of NRC dosimeter badges and (b) closely track all NRC dosimeter badges by the number on each dosimeter. See http://www.internal.nrc.gov/ADM/admservicecenter/dosimetry.html for additional information. All issuances of dosimeter badges must be approved by a RSO.
• Bi-annually (January and July), the contractor shall send an email to all customers who received a badge and request that they return them to the ASC HD. The contractor shall then send these badges, along with all unused badges to the designated Radiation Safety Officer (RSO) for final processing.
• New badges are normally received bi-annually from the dosimeter contractor3 on approximately the 15th working day of the last month of the previous period (January/July). That shipping container is used for shipping the dosimeter badges back to the dosimeter contractor at the end of the period. Upon receipt, the contractor shall inventory badges against the manifest to verify all badges have been received. If discrepancies are found, notify the COR and designated RSO by e-mail.
• For bi-annual badge issuance, the contractor shall:

1. Contact NRC staff to whom the contractor issued a dosimeter badge the previous quarter to return the badge to the ASC Help Desk.
2. Obtain the person’s name and select the badge from the dosimeter rack.
3. Issue new badges using identified tracking system.
4. Notify the appropriate staff member to pick up their assigned dosimeter badge at the ASC Help Desk.

• Temporary badges are issued using the neutron dosimeter badges. The contractor shall ensure that the employee is authorized to receive a temporary dosimeter badge by receiving a completed “Authorization to Receive an NRC Dosimeter” form signed by the RSO. The contractor may also accept documents signed by Acting RSOs or an employee’s manager. The contractor shall file this approval form in the Dosimeter Operations Binder for future reference in case the RSO does not update the dosimeter issue list promptly.
• In addition to the permanent and temporary badges, the contractor shall label at least 12 badges as “Control.” The contractor shall not issue the Control badges. The Control badges will used for background readings against which the issued badges are compared.
• RSOs will approve the issuance of neutron badges by e-mail. The contractor shall follow the above procedures for issuance of blank dosimeter badges after selecting “neutron” as the category of badge being issued.
• The contractor shall notify the COR and designated RSO by the end of the period of any badges not returned and proceed with processing as follows:
• Obtain the returned dosimeters (permanent and temporary) and ensure all issued dosimeters are accounted for. After verification, place the dosimeters in a plastic bag(s) along with at least two control badges.
• Place all un-issued dosimeters and at least one control badge in a separate plastic bag(s) and apply the yellow label provided by the dosimeter contractor for unused badges.
• Using the shipping container in which the dosimeters were received, place all dosimeters in the box, add appropriate cushioning material for protection, seal for shipping, and add an address label for the designated dosimeter contractor processing address. Should the original box be unavailable, prominently mark the shipping box with “DO NOT X-RAY” in red letters.
• Prepare NRC Form 420, “Request for Premium Mail Service,” requesting shipment of the package via 3-day expedited, non-USPS package service. The COR will review, approve, and sign the NRC Form 420.
• Place the package at the mail stop for pickup by NRC mail room personnel.
• Follow up with mail services staff if a copy of the completed NRC Form 420, indicating shipment, is not received within two working days.
• Within 3 working days of the end of each period, the contractor shall send a copy of a Microsoft Excel spreadsheet by email to the COR that shows the
• issue and return status of all permanent and temporary badges for the period to
• RSO(s).
• If all badges are not available for return to the dosimeter badge contractor with the end- of-period shipment, the contractor shall follow these procedures:
• Retain one control badge (do not mail with quarterly shipment).
• Create a receipt for delinquent badges using the above procedures.
• Mail the delinquent badges and receipt with other badges at the end of the next quarter.

Task 8 – Support for the NRC Transit Subsidy Benefits and Parking Program

• The contractor shall assist as needed the NRC Transit Subsidy and Parking Program Manager with receiving applications and distribution of parking permits.

Task 9 – Support for Commission Functions

• The contractor shall provide support to setup Commission meetings and events, normally held in the Commission Meeting Room, the Commission Hearing Room, and occasionally in the 18th Floor Conference Room. The contractor will be provided with a schedule of Commission meetings for the upcoming month. Contractor setup of Commission meetings consists of the following:

1. The contractor shall ensure the designated room is ready for occupancy and check the following:

Item Remedy contact
Furniture setup, cleaning, or send trash pick-up Call custodial contractor and later send a confirming FIXIT
Light bulb replacement, temperature, or mechanical problems Call operations and maintenance and later send a confirming FIXIT
Other problems noted (e.g., missing flags) Contact the COR

2. The contractor shall maintain a supply of pencils and 8 ½” x 11" lined paper tablets in the supply closet of the Commission Ready Room, adjacent to the Commission Meeting Room. Replenishment of pencils and tablets can be obtained through the COR.

The contractor shall maintain a supply of NRC-supplied items necessary for Commission meetings stored in the Commission Ready Room. The contractor shall keep all items, soap-free, and clean. No dirty items shall be left on the Commission table, kitchen or other areas. Items may be cleaned at the Commission Ready Room sink or in the dishwasher located in the Commission Kitchen on the 18th floor of OWFN.

The contractor shall notify the COR when replenishment of items is needed.

3. The contractor will be provided with requirements for the setup for each meeting.
Setups are normally performed approximately one hour before meetings, subject to other meetings being held in the Commission Meeting Room. Setups shall always be completed no later than 40 minutes before the Commission meeting to allow staff from the Office of the Secretary time to review arrangements. The security officer located at the elevator lobby will provide a key for entrance to the Commission Ready Room.

The contractor shall setup for each meeting in accordance with the requirements provided (normally a diagram), supplemented by any guidance from the COR or their designees. Routine setup includes:

a. Placing lined paper tablets and pencils in the meeting room. The contractor shall sharpen the pencils to a fine point using the sharpener provided in the Commission Ready Room.

b. Placing water bottles in the meeting room.

c. Placement of tables and chairs for the number of guests invited, placing tablecloths on tables, placing number of napkins needed for

setting, as needed. After the event, give soiled linens to the TO COR to have them cleaned. Upon receipt of clean linens, the contractor shall place in the appropriate storage area. The contractor shall ensure that the area where event was held is back to its original setup after an event on the same day of the event. The contractor shall report any deficiencies that need to be corrected to the appropriate officials.

• Task 10 – Support for Flags
• The contractor shall maintain the NRC and American flags flown on the flagpoles in front of the OWFN and TWFN buildings. The contractor shall store and monitor the condition and quantities of each to ensure that flags in excellent condition are available at all times.
• Flag inventory - The contractor shall ensure that United States and NRC flags are available at all times.
• Coordination with security officers - The NRC’s on-site security officers are responsible for raising and lowering the building flags. The contractor shall provide two of each U.S. and NRC flags to the security officers (one for display and one for back-up purposes).
• Rotation - On the first of every month, NRC onsite security officers will bring the flags to the ASC for replacement. The contractor shall issue the replacement flags to the onsite security officers and accept the flags being turned in for inspection. Ifdamaged, flags may also be turned in to the ASC at other times of the month.
• Inspection - The contractor shall inspect all flags for damage or significant wear (any rips, noticeable fraying in the fabric, easily apparent fading, etc.). Damaged or worn flags shall be considered unsuitable emblems for display and action shall be taken for repair or replacement. The contractor may consult the COR if the contractor is uncertain if a flag needs repair or replacement.
• Repair or replacement - When flags need repair or replacement, the contractor shall prepare a written email request to the COR. For flags needing repair, the request shall specify the extent of repair needed. Dependent upon the number of flags on hand, multiple repair requests can be bundled on one email. Assume a 45-day lead- time for repairs, a 90-day lead-time for U.S. flag purchase and 150-day lead-time for NRC flag purchase.
• Assist with other administrative duties upon request from other departments.

What You Bring:
Requirements

• High School Diploma
• 2 years proven administrative experience
• Excellent written and verbal communication skills
• Strong time-management skills and multitasking ability
• Familiarity with customer service principles
• Ability to handle confidential information responsibly

To be successful in this position, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly and not afraid to take on additional tasks when asked.