Secretary
3 weeks ago
In general, the administrative/reception (Secretary II) service tasks include, but are
not limited to:
- Greeting visitors, determining the nature of visits and directing visitors to appropriate persons.
- Operating a central phone system, receiving and directing calls to Government personnel within the facility, taking and distributing phone messages, and answering general questions.
- Recording and transmitting messages; keeping records of calls placed; providing information to callers and visitors; making appointments; keeping a log of visitors; and issuing parking/visitor passes.
- Receiving incoming service calls from building tenants. Relaying requests to proper building maintenance personnel and following up with the proper service request documentation. Personally respond to requests for information concerning office procedures; determine which requests should be handled by the GSA appropriate staff member or other offices.
- Providing receptionist, faxing, and copier/duplicating functions.
- Opening, sorting and distributing mail for the effective operation of the facility. Addressing and mailing packages, and envelopes.
- Receive and confirm conference room reservation requests. As instructed, maintain the conference room calendar. Make arrangements for conferences and meetings and assemble established background materials as directed.
- Review outgoing materials prepared by COR or designee for typographical accuracy, proper format and internal consistency.
- Maintain and distribute recurring internal reports such as after hours and weekend access
- reports, directories, phone lists, etc., and office equipment listings, and correspondence controls.
- Maintains an office supply inventory and notifies when supply is low. Requisition supplies as directed by COR or designee.
- Processing paperwork and transmitting documents.
- This position requires familiarity with the terminology of the office unit. Developing and
maintaining a current Procedures Manual. The Contractor shall provide a written Procedures
Manual covering the key tasks or functions performed by the administrative services positions per location. The Manual will be used as both a training document for back-up employees, as well as a reference document for the current staff. The employee selects appropriate methods from a wide variety of procedures. The clerical steps often vary in type or sequence, depending on the task. The employee selects from alternative methods and refers problems not solvable by
adapting or interpreting substantive guides, manuals, or procedures. Manual should be onsite
and a copy shall be provided to COR 30 days after the start date and updated annually.
- Collect information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to COR or designee.
- Respond to priority non-routine work orders within the usual scope of clerical/word processor tasks. This includes the use of NCMMS and delegated NCMMS related tasks as requested by field office.
- Maintaining a cooperative approach and supporting the efficient professional work environment of the office.
- Maintain building security access program including scheduling appointments and setting up access points on PIV cards via a computer software program.
- Carries out recurring office procedures independently and selects the guideline or reference that fits the specific case. The COR or designee provides specific instructions on new assignments and checks completed work for accuracy. Employee handles differing situations, problems, and deviations in the work of the office according to the COR or designee general instructions, priorities, duties, policies, and program goals. The COR or designee may assist employees with special assignments.
**Job Types**: Part-time, Temporary
Pay: $19.08 - $25.00 per hour
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
**Experience**:
- Customer service: 3 years (preferred)
- Administrative: 3 years (required)
Ability to Commute:
- Chicago, IL 60604 (required)
Ability to Relocate:
- Chicago, IL 60604: Relocate before starting work (required)
Work Location: In person
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