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.
Tommy Nobis Center is a Veteran Friendly Employer
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
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.
