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.
Veterans, and Disabled are encouraged to apply.
Position Summary:
Under the supervision of the Nobis Enterprises Program Manager,
Administrative Service and the project contract supervisor, the
General Clerk 3 is responsible for administrative and mailroom support
services. This position uses some subject-matter knowledge and
judgment to complete assignments consisting of numerous steps varying
in nature and sequence. The General Clerk 3 selects from alternative
methods and refers problems not solvable by adapting or interpreting
substantive guides, manuals, or procedures. Typical duties include:
assisting in a variety of administrative matters; maintaining a wide
variety of financial or other records (stored both manually and
electronically); verifying statistical reports for accuracy and
completeness; compiling information; and handling and adjusting
complaints. The General Clerk 3 may also direct lower-level clerks.
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.
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.
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 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.).
- 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:
- Three years’ experience in an office/mailroom and/or inventory
control setting.
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 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 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
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.
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 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.
