Employment Type: Full-Time
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Position Summary : Under the supervision of the Nobis Enterprises Program Manager, Administrative Service and the project contract supervisor, the Administrative/Mailroom Services General Clerk is responsible for non-personal administrative and mailroom support services. This position will be responsible for all or some of the following essential job functions and responsibilities based on the individual contract office needs.
Essential Job Functions and Responsibilities:
General Administrative Support: Receive telephone calls and/or visitors, and refer them to the appropriate person or office. Answer telephone by the third ring, correctly route callers, and take messages or forward to voice mail as appropriate. Update reservations calendars based on data received. Make repair calls for facilities and equipment, coordinate with contract office personnel, and provide copies of maintenance documentation to staff in the Office of Human Capital Support. Distribute incoming mail; process outgoing mail and maintain mail metering equipment in accordance with established guidelines and procedures. Set up equipment required for video conferences and satellite training. Also set up and breakdown tables and chairs as needed for training sessions, employee meetings and conferences. Photocopy documents and other material in accordance with established office procedures. File all documents in a timely and accurate manner, and in accordance with established office procedures. Receive, sort and distribute incoming faxes in accordance with established office procedures.
Inventory Control: Responsible for inventory control services for all office supplies which will be conducted in two phases utilizing the start-up and follow-on procedures. Start-up procedures involve the performance of all tasks required to put an office supply stockroom management program into operation. Follow-on procedures include the performance of all tasks required to receive, store, issue, order and maintain inventory accountability for office supplies. Will assist in the completion of the annual inventory and prepare the Annual Inventory Report which will be delivered to the Administrative Officer no later than December 31 each year.
Startup Procedures: Prepare stockroom for inventory to include the following tasks: General cleanup, organization, etc of various items currently stored there. Prepare storage aids to include establishing bin locations. Inventory the existing stockroom. The government shall develop ordering and issuing procedures and will train on the correct issuing procedures for the stock.
Forms: Develop an Excel Supply Inventory Form and a Supply Ordering Request Form. Maintain Supply Request form for end users. Populate inventory data into excel spreadsheet on a weekly basis. Coordinate with Office of Field Administrative Resources (OFAR) designee concerning necessary changes to spreadsheet and make any modifications.
Follow-on Procedures Receive requests at the stockroom for office supplies by email or in written form. Issue the requested item to the requester. Maintain high and low limits on stocked item, to include Government forms, regulations and directives. Replenishment of these items shall be coordinated with the office designee at least 30 days in advance of depletion of available stock. Based on information obtained from contract office, must develop a list of selected “never out” items, and insure those items are in stock at all times. Receive and inspect ordered items. Compare received quantity with ordered quantity and resolve any discrepancies with vendors. Report all unresolved issues to OFAR designee. Place new received items in inventory (shelves and database). Maintain monthly supply log report.
Equipment Maintenance : Serve as point of contact for troubleshooting office equipment problems and coordinating maintenance/repair for equipment. Attempt to correct equipment performance problems before contacting outside sources for repairs. If unsuccessful in resolving the problems will contact vendor for repairs and problem resolution.
Mail Management: Incoming United States Postal Service (USPS) Mail. Although specific pickup and delivery points have been designated for certain services. Separation of Mail by Organization Names, Titles, Program Areas and organizational Symbols. All mail shall initially be separated by organizational symbols and placed in the appropriate mail slot for pick up. Incoming Express Mail and Federal Express. Express Mail and Federal Express contractors will deliver packages to the mailroom after they are x-rayed at the loading dock (for Federal Buildings only). Other Accountable Mail: (Registered, Certified, return receipt, Numbered and Insured. In order to ensure delivery during the same day of receipt, Registered, Certified, Return Receipt, Numbered and Insured Mail shall be sorted, logged and distributed in all the mail bins for the addressee to pick-up. All accountable mail shall be signed by recipient upon pick-up. Checks. If an unidentifiable piece of mail is opened and a check is enclosed, it must be delivered to the person(s) designated to receive checks. Mail received with insufficient address. All mail received without proper mailing address will be researched against the organizational directory and delivered within one working day of its receipt. Returned mail research service. Open and determine the delivery point of inaccurately addressed and damaged mail returned by USPS. Outgoing mail. Collect and meter all outgoing and other internal mail from the mail slot/bin located within the mailroom and deliver it to the United States Postal Service. USPS Mail . Accountability system for its outgoing USPS mail. Responsible for managing the direct accountability system in a manner that assures minimum postage. USPS Delivery. USPS delivers mail daily to the mailroom after it has been x-rayed at the loading dock (x-raying only occurs in Federal Buildings). Special pickups and deliveries. Using available equipment and personnel, will provide special pickups and deliveries for incoming and outgoing mail and other materials as necessary including FedEx, UPS and or other delivery couriers. Distribution of documents. Distribute internal policies, procedures and other documents as required. Also, maintain an up-to-date list of OFAR room assignments and document distribution requirements, based on information provided by the OFAR. Monthly Mail Handling Report. Prepare a comprehensive Monthly Mail Handling Report to the OFAR or Administrative designee no later than three (3) working days after the end of each month consisting of the following (NOTE: Mail metering report should be used to monitor portions of this report): Total count of special mail (certified, registered, etc) Total count of incoming express mail. Total count of outgoing Federal Express Mail. Total count of outgoing mail. Dollar amounts expended in each category above Maintain adequate supply of Federal Express supplies (shipping labels, envelopes, containers, etc.).
Reporting Requirements: Requested reports shall be prepared in a professional manner and shall be delivered to the Government at the times and in the manner specified below. The OFAR may modify these reporting requirements as necessary. Submit a Monthly Activity Report that contains a list of all work assigned and completed, and all work in progress: Assist in the compilation of workload data to support budget submissions, management studies, and generally assist in management of the mail and motor vehicle program
Records: Make all records and reports available upon request of Contracting Officer. All records and reports generated as of result shall remain property of the Government.
Qualifications: Mission driven, guided by core values and a pleasure to work with. A demonstrated knowledge of Microsoft Office, Outlook, Word, Excel and PowerPoint Must pass drug screen, Nobis Enterprises background check and national security clearance. Eligibility to work in the United States.
Education: High school diploma, GED or equivalent work experience.
Prior Experience Desirable: Two years’ experience in an office/mailroom and/or inventory control setting.
Interpersonal: Ability to work independently as well as within a team environment. Works well with the public and provides exceptional customer service. Strong interpersonal skills and ability to maintain confidentiality.
Written Communications: Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals.
Analytical: Good math aptitude Good analytical skills needed to analyze various job tasks
Oral Communications: Strong verbal communication skills required to effectively communicate with a broad range of individuals. Ability to listen to and understand information and ideas presented through spoken words and sentences.
Leadership: Not applicable
Organizational: Ability to organize work area, supply room and maintain data for required reports.
Problem-Solving Ability to meet contract office requirement standards and prescribed deadlines. Ability to tell when something is wrong or is likely to go wrong. Recognizing there is a problem.
Equipment Demonstrated knowledge of Microsoft Office, Word Excel and PowerPoint applications. Also, Microsoft Outlook and Windows XP. Working knowledge of telephones, copy and fax machines and mail metering equipment.
Other Qualifications or Requirements:
Mental Effort: Ability to think clearly and multitask.
Physical Requirements: Have full range of mobility in upper and lower body. Be able to reach over head. Be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time. Be able to handle, lift, pull and push materials and equipment to complete assigned job tasks. Be able to handle mail bags, mail hampers, and packages often weighing up to 50 pounds. Good hand dexterity. Ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble small objects. Good eye sight.
Visual Effort: Well-lit office environment requiring average amount of visual effort. Ability to see details at close range (within a few feet).
Safety: Follows all prescribed safety regulations to diminish accidents. Understanding of OSHA safety requirements. Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers. Immediately report circumstances you consider may present a hazard to yourself and others. Report any accident whether minor or major.
Security Must abide by all security regulations of the facility. Must obtain and wear a photo ID.
Scope of Position: Not applicable
This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change per the Statement of Work (SOW) of the project contact at any time.
The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Tommy Nobis Center is an Equal Opportunity Employer, Drugs Don’t Work worksite and a participant in e-Verify.
Experience and Skills: Knowledge of Microsoft Office 2007, Microsoft Outlook 2007, Windows XP, Word Excel and PowerPoint Must pass drug screen, Nobis Enterprises background check and National Agency Check and Inquiries (NACI). Eligibility to work in the United States. Education: High school diploma, GED or equivalent work experience.
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