Job Details

Description

Set Pay Rate: $18.66 USD

Shift: Monday to Friday 7:00am-3:30pm

Job Summary:

This position uses some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The General Clerk III 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 reports for accuracy and completeness; compiling information; and handling and adjusting complaints.

The General Clerk III may also direct lower level clerks. Such positions (which may include supervisory responsibility over lower level clerks) require workers to use a thorough knowledge of an office's work and routine to: 1) choose among widely varying methods and procedures to process complex transactions; and 2) select or devise steps necessary to complete assignments. Position requires professionalism, computer skills, attention to details, strong interpersonal skills, and compassion and respect for persons with disabilities.

Essential Functions:

Serve as primary information manager for contract deliverables, reports, workloads, as required
Develop and maintain SharePoint portal for all local departments and in accordance with Corporate headquarters
Assist with oversite of special project forecasting; coordinate invoicing and payments received with DPW purchasing agent and Government Customers
Assist with tracking contract omissions and generates alternate workload service plans, as required
Coordinate, schedule and manage all Emergency Work Orders with DPW, Customer and Floor crew leader; consolidates hours into monthly report
Answer phone, take and deliver messages, forward calls as necessary
Take payments and file appropriate paperwork for FSS project work
Track and process voice mails and immediately record the call outs
Collect and maintain records of employees’ doctor’s notes and other excuses
Maintain gas receipts and accountability of gas cards to assist the logistics manager
Maintain and keep up with all forms that must be on site for all departments to use daily
Provide assistance to visitors and announce to appropriate personnel
Handle inquiries and simple issues and refer problems to site management
Review incoming correspondence, sort, and route mail as well as send and receive faxes
Take service calls and maintenance requests from customers, forward as required
Prepare and sign routine correspondence; send correspondence out as required
Assist with the distribution of Daily Workload schedule updates to all teams, QC's / Mgrs.
Assist with workload schedules for all the contracts
Assist with workload schedule completion and submission to DPW
Comply with all Agency policies and procedures and follow contract specifications
Promptly respond to all calls or messages from supervisor or designated representative
Perform clerical/administrative duties ensuring accuracy, completeness, and timeliness
Assist in the development / implementation of various office practices and procedures
Make simple adaptations and interpretations of a limited number of substantive guides and manuals
Using administrative skills, assist in the recognition of issues, inconsistencies, potential problems, or discrepancies related to office operations and report to site management
Maintain flow and output of work, prepare and forward documents as required
Make decisions regarding the priority, frequency, and sequencing of job duties
Schedule appointments and make arrangements for conferences and meetings
Attend meetings, take notes, and distribute minutes
Coordinate personnel and administrative forms for the office and forward to corporate
Assist in the input of Quality Control data, completion of reports, analysis of QC treads and data analysis, and contributes to decisions regarding the effectiveness of the QC program and individual performance
Maintain administrative supplies at acceptable level ordering as needed
Order and distribute uniforms
Comply with uniform dress code and personal hygiene standards
Comply with all security procedures; wear ID badge(s) at all times while working at site
Attend and participate in in-service training, staff meetings, and other activities to facilitate professional development

Secondary Functions:

Perform inventory
Assist Contract Administrator with a variety of administrative reports and other duties
Clean and maintain equipment and keep office neat and organized
Assist in badging process for all new employees
Perform other duties and tasks as needed
Duties, responsibilities, and tasks may change at any time with or without notice

Physical Abilities Needed to Meet Work Demands:

Ability to sit, stand, and walk for long periods of time
Ability to go up and down stairs
Ability to reach above the head, bend, kneel, stoop
Ability to lift, carry, and push up to 50 lbs. regularly
Ability to work in dusty spaces or adverse weather conditions
Ability to see details on the floor, above the head, or on surfaces

Job Competencies Needed for Success on the Job:

Ability to work with limited direct supervision
Ability to maintain confidentiality
Ability to work without assistance to complete assignments
Ability to work in a constant state of alertness and with safety always in mind
Ability to follow directions and focus on tasks
Ability to make decisions and solve problems
Ability to be organized, flexible, and dedicated to quality service
Ability to handle tasks with judgement, tact, and accuracy
Ability to prioritize and manage multiple tasks effectively
Ability to analyze data and recommend corrective action
Ability to manipulate numbers
Ability to report problems or relate information
Ability to understand and comply with safety procedures and environmental requirements
Ability to read, write, and speak (communicate and relate information) English
Ability to understand terminology of the office unit
Ability to use a computer for data input and retrieval of information as required
Ability to file, type, photocopy, collate, and operate office machinery
Ability to maintain and submit reports, logs, and other paperwork in a timely manner
Ability to use and care for equipment and cleaning supplies properly
Ability to notice and report changes in work space conditions
Ability to complete tasks in a timely manner with numerous interruptions
Ability to attend work regularly according to assigned schedule and company policies
Ability to work a flexible schedule as required
Ability to attend and participate in training and work related meetings
Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner
Ability to comply with all building, security, and company policies and procedures

Other requirements:

Valid driver’s license from state of residence and ability to drive
License must have been valid for at least 3 years
If driving a 15 passenger van, must be at least 25 years old
Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures

Essential Personnel:

This position is designated as essential. This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility.

Education:

High school diploma or its equivalent
Valid CPR/FR certification preferred
Knowledge of typing, filing, and office procedures, routines, and best practices

Experience:

Minimum of two (2) years’ experience in clerical work including administrative duties
Thorough knowledge of standard English, basic arithmetic, and modern office methods and equipment required
High degree of skill in typing and computer utilization
Proficient in a variety of software including Word, Excel, and PowerPoint

What’s in it for you?

Total Rewards (For Full-Time Employees = >30 hours/week):

Medical, Dental, and Vision Insurance
Flexible Spending Accounts
Life Insurance
Disability Insurance
Paid Time Off
403(b) with Company Match
Transportation Subsidy
Employee Recognition Programs
Referral Bonus opportunities
And More!

Want to learn more?

To learn more about Chimes, and how you can achieve personal and professional growth within a purpose-driven organization, visit us at: https://chimes.org/Careers.

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Chimes

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