Secretary

Parsons Corporation

What You'll Be Doing:

Key Responsibilities of a Secretary / Document Controller

• Gathers statistics and general data; reviews and combines this information into established reports for use within the project/program. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative style.

• May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.

• Originates correspondence and reports not requiring the personal attention of immediate supervisor.

• Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.

• May establish and maintain records of project equipment, including a log of equipment, vehicles service dates. May initiate requests for service.

• May obtain basic data for completion of the project's overhead budget and prepare associated recurring reports. May produce preliminary reconciliation as appropriate.

• May coordinate physical space requirements for the assigned unit. Initiates requests for PCs and telephones, and updates project directories as appropriate.

• May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, presentations as directed by immediate supervisor.

• Performs other responsibilities associated with this position as may be appropriate.

1. Document Management & Control

• Establish, maintain, and update document control procedures.

• Ensure all project and company documents are properly filed, categorized, and easily retrievable.

• Manage the flow of correspondence and documentation between project stakeholders.

• Maintain up-to-date records of all project documentation in both electronic and hard copy formats.

2. Document Review & Distribution

• Receive, check, and record all incoming and outgoing documents.

• Ensure documents comply with established standards (format, numbering, revision, approval status).

• Distribute documents promptly to concerned parties, ensuring controlled copies reach the right recipients.

• Track document status, revisions, and approvals.

3. Compliance & Quality Assurance

• Ensure documentation practices are in line with ISO standards, company policies, and contractual requirements.

• Monitor that obsolete or superseded documents are removed and archived.

• Support audits by providing required documentation and ensuring compliance records are accurate.

4. Coordination & Communication

• Liaise with internal teams, consultants, contractors, and clients for document submissions and approvals.

• Follow up with stakeholders to ensure timely submission and return of reviewed documents.

• Provide support to project teams on document management systems and protocols.

What Desired Skills You'll Bring:

• BSc degree in a relevant field.

• At least 7 years of relevant working experience and proven track record in leading teams.