Secretary II - Vehicle Wash Facility

Job Description
Secretary II – Vehicle Wash Facility

Position Summary

The Secretary II provides full-time administrative and scheduling support for Vehicle Wash Facility (VWF) operations, reporting to the Project Manager. The role assists with scheduling military units via the Range Facility Management Support System (RFMSS), handles general office administration, and serves as the primary point of contact for military personnel using the VWF.

This position requires regular interaction with military personnel, Government representatives, and contractor staff, and demands a professional, courteous, customer-focused approach. Prior RFMSS experience is not required; training will be provided.

Essential Duties and Responsibilities

• Schedule, modify, and maintain military unit reservations using RFMSS.
• Receive and coordinate scheduling requests per established procedures.
• Provide scheduling information, facility procedures, and orientation briefings to VWF users.
• Serve as primary customer service contact for military personnel.
• Answer calls, greet visitors, respond to inquiries, and direct questions as needed.
• Document and relay messages and operational information accurately and promptly.
• Monitor email and respond to routine customer inquiries.
• Prepare correspondence, reports, schedules, spreadsheets, and other administrative documents.
• Maintain electronic and hard-copy records per records management policy.
• Maintain scheduling logs and other required documentation.
• Coordinate communications between military units, Government personnel, the Project Manager, and contractor staff.
• Assist with recurring reports and VWF utilization data.
• Maintain office supplies, filing systems, forms, and reference materials.
• Handle official information with discretion and confidentiality.
• Perform other administrative and office support duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Basic proficiency with Microsoft Outlook, Word, and Excel.
• Strong verbal and written communication skills.
• Ability to organize work, follow procedures, and maintain accurate records.
• Ability to obtain and maintain required installation access and Government credentials.

Preferred Qualifications

• Administrative, clerical, scheduling, or customer service experience.
• Experience supporting DoD, military, or other Government organizations.
• Experience coordinating schedules, appointments, or facility reservations.
• Familiarity with records management and office procedures.
• Experience working directly with customers in a professional setting.
• RFMSS or similar scheduling system experience beneficial but not required.

Knowledge, Skills, and Abilities

• Strong organizational skills and attention to detail.
• Ability to work independently while following Project Manager direction.
• Professional judgment, discretion, dependability, and punctuality.

Physical Requirements

• Ability to remain stationary for extended computer-based/administrative work.
• Ability to alternate between sitting, standing, and walking throughout the day.
• Ability to walk regularly between office and VWF areas.
• Ability to climb/descend two flights of stairs multiple times daily.
• Ability to communicate effectively in person, by phone, and electronically.
• Ability to occasionally lift/carry items up to 25 pounds.
• Ability to operate standard office equipment.

Work Environment

Full-time position combining office and Vehicle Wash Facility work supporting military operations. Involves regular interaction with military personnel, Government representatives, contractors, and VWF users, plus a mix of desk work and movement throughout the facility. Hours generally follow VWF operating schedule but may vary with mission needs.

Reporting Relationship

• Reports To: Project Manager
• Employment Status: Full-Time
• Labor Classification: Secretary II