Shift Time: 7:30am - 3:30pm, Monday through Friday

Location: Aberdeen Proving Grounds

Essential Functions:

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 and administrative functions ensuring accuracy and completeness Assist in the development and implementation of a wide variety of 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, discrepancies related to office operations and report to site management Develop and maintain information and files for the site Develop and maintain computer record keeping systems for the site Answer phone, take and deliver messages, forward calls as necessary 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 Fax, e-mail, FedEx documents to corporate headquarters; make photo copies as needed Take service calls and maintenance requests from customers, forward as required Prepare and sign routine correspondence; send correspondence out as required 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 Assist with new hire paperwork, verify completeness, and forward as required Coordinate personnel and administrative forms for the office and forward to corporate Complete requested reports and review for accuracy Assist with payroll, forward time sheets, and prepare staffing reports Assist in the analysis of payroll reports and data and contribute suggestions to site management Distribute paychecks May handle petty cash 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 Knowledge of Computerized Maintenance Management System (CMMS) such as MAXIMO, SAMS, TAMS, JAMS 

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

Skills Test:

Typing and Filing test