Job Description:
Tommy Nobis Center Mission:
Empowering People Through Employment
Vision:
Tommy Nobis Center envisions supportive communities where people
with disabilities are afforded the opportunity to work.
We encourage veterans and people with disability to apply
Position Summary:
Under the supervision of the Nobis Enterprises Program Manager,
Administrative Service and the project contract supervisor, the
General Clerk is responsible for non-personal administrative and
mailroom support services. This position requires familiarity with the
terminology of the office unit. The General Clerk selects appropriate
methods from a wide variety of procedures or makes simple adaptations
and interpretations of a limited number of substantive guides and
manuals. The clerical steps often vary in type or sequence, depending
on the task. Recognized problems are referred to others. 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
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, Express
Mail and Federal Express. Although specific pickup and delivery points
have been designated for certain services. Express Mail and Federal
Express mail contractors will deliver packages to the mailroom after
they are x-rayed at the loading dock (Federal Buildings only).
*
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.
* 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.
* 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 USPS
mail. Responsible for managing outgoing USPS mail and the direct
accountability system in a manner that assures minimum postage.
Collect and meter all outgoing and other internal mail from the mail
slot/bin located within the mailroom and deliver it to the
USPS.
* 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.
Reporting Requirements:
*
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.
* 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.
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 and/or customer service.
Special Skills/Abilities:
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 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:
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 overhead.
- 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 eyesight.
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:
Declaration:
This job description is not designed to cover or contain a
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 contract at any time.
Work Environment:
The work environment characteristics described here are
representative of those that an employee encounters while performing
the essential functions of the job. Reasonable accommodation 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.
