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:

Other Qualifications or Requirements:

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.
Required Experience:

Qualifications:

• Should have broad background of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
• Must have a thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

Prior Experience Desirable:

• Three-year experience in an office setting.