Receptionist

Wits Solutions Inc. (WITS) is a SBA certified 8(a) company with headquarters in the metropolitan Washington D.C. area. WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers. At WITS, we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future

EDUCATION/CERTIFICATIONS MANDATORY

Associate Degree

Birth Certificate and Driving License

SECURITY CLEARANCE

NACI Clearance

WORK EXPERIENCE MANDATORY

Minimum 2 Years of experience into Federal agencies. FRTIB experience is preferred

ROLES AND RESPONSIBILITIES

• Serves as first point of contact for the Agency by welcoming and greeting visitors in a professional manner by phone and upon arrival to the FRTIB.
• Grants access into FRTIB reception area for approved visitors, deliveries and FRTIB employees to the agency.
• Ensures all visitors sign the Agency visitors’ log (via SPLAN) accurately.
• Enters all visitor requests into the Data Brookfield Management System.
• Downloads the visitor reports from SPLAN and the Data Brookfield Management System and includes as the visitor’s log in the monthly report.
• Invites customers to complete the receptionist survey to measure and check customer satisfaction.
• Provides general administrative and clerical support to include data entry.
• Maintains a safe, clean, and clutter-free reception and desk area.
• Monitors office equipment for operability.
• Validates parking tickets and parking ticket log as directed.
• Maintains security by following and enforcing the Agency’s and building property manager’s security procedures.
• Screens all phone calls for the Executive Director and Deputy Executive Director, takes complete messages, and directs high priority calls to other staff members as needed.
• Announces calls to staff member before sending the call forward to a staff member or to voicemail and forwards voicemails to Converge as needed.
• Promptly responds to all telephone inquiries and requests.
• Updates and keeps office and employee directories.
• Provides callers with FRTIB information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Contributes to the FRTIB team effort by carrying out Agency goals and objectives as defined in the Strategic Plan.
• Schedules and sets up training room facilities for board meetings.
• Turns off the lights and computer equipment in the Board Conference Room at the end of each day.
• Receives, sorts, and keeps a daily log of the tracking and distribution of incoming and outgoing packages/mail using messenger/courier services, such as FedEx, UPS, and USPS mailing systems.
• Provides support and initiation of incoming and outgoing mail package processes of courier services, FedEx, UPS, and USPS Express shipping and delivery systems.
• Maintains and updates agency office space software of incoming and outgoing employees within two business days of notice.
• Submits service requests to Mission Support via email for maintenance and/or repairs, to include but are not limited to broken microwaves, refrigerators, stopped sinks, broken/damaged furniture, stains, or other damaged items related to facilities within 24 hours’ notice.
• Ensures confidentiality of all data concerning sensitive or privileged information made available during the execution of his or her duties (contractor may not remove any information from the Agency)
• Creates and keeps various administrative files, including a visitor log, incoming and outgoing mail log, parking ticket log, and a COI Log that tracks the end date of COI’s and other pertinent information.
• Notifies Facility Specialist or proper staff of property manager rejection of Certificate of Insurance (COI) from prospective vendors within one hour of notice.
• Notifies Facility Specialist or proper staff 15 days prior to end date of a COI for action.
• Performs full-service PIV credentialing services (e.g., sponsorship, enrollment, printing, activating, scheduling appointments, terminations, certificate updates, PIV card expirations, and PIN reset) as needed and maintains a log of PIV credentialing activities.
• Executes sponsorship by entering Personally identifiable information (PII) and other data with minimal errors and completes other related sponsorship tasks.
• Executes enrollment by making sure the applicant’s information is verified and confirmed with supporting documents provided by the applicant (e.g., driver’s license, birth certificates) to include ensuring the applicant’s supporting documents are current prior to scanning, taking photos, fingerprinting, and other enrollment activities.
• Ensures the applicant’s supporting documents are current prior to scanning, taking photos, fingerprinting, and performing other enrollment activities.
• Executes fingerprinting in a way that is efficient and per training and standards.
• If a fingerprint does not read, the contractor shall contact the USACCESS service desk for help.
• Attends fingerprint training provided by the COR during the first enrollment scheduled in the performance period.
• Prints PIV cards after enrollments accurately with laminations on the front and back of PIV cards without any obstructions or issues.
• Clears issues with the printer, such as jamming, at once or calls the USACCESS helpdesk, if needed.
• Schedules PIV Enrollment, Fingerprint, and Activation appointments as needed for federal employees and FRTIB HQ contractors.
• Enters or removes federal employee’s contact information into the Mass Notification System Data Maintenance during on/off boarding.
• Annotates (initials and date) federal employee off-boarding checklist upon receipt of PIV credential and complete GSA USAccess PIV Card termination actions.
• Speaks English and can read and write it well.
• Presents a good appearance, wearing proper office attire (e.g., no tennis shoes, flip- flops, jeans, sweat suits or t-shirts, etc.).
• Demonstrates courtesy and tact in dealing with staff and visitors.
• Performs all required tasks accurately and quickly.
• Displays skill with Microsoft Office computer software applications to include, but not limited to, Microsoft Excel, Word, PowerPoint, Forms, and Outlook.
• All sent items and deliverables shall be clear and concise, free of spelling and grammatical errors."