General Clerk III

2 weeks ago

St Petersburg, Florida, United States Dextera Corporation Full time
Job Description Job Description Location: St. Petersburg, Florida (Onsite)

POSITION SUMMARY

The General Clerk III (Administrative General Support Services) supports SERO HCD Atlantic and Gulf Branch and St. Petersburg staff with administrative support for daily operations and project-related events. The General Clerk III assists with travel and logistics support. The General Clerk III edits memos for grammatical and punctuation accuracy, receives visitors, arranges conference calls, and schedules meetings. The General Clerk III prepares reports, assists with travel support, and interfaces with officials of various levels throughout the organization and the public. This position retrieves, opens, and delivers mail, answers phone calls, takes meeting notes, and tracks training.

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Answers SERO main phone lines, attends calls received on an assigned cell phone, updates call log with information, communicates phone messages to appropriate SERO staff, retrieves voicemails, and emails appropriate staff the message.
  • Prepares and emails reports of voice messages and issues daily.
  • Prepares and distributes mailings through the UPS and FedEx online systems. Retrieve mail and packages as needed.
  • Provides administrative support to ensure effective operations including maintaining office files, organizing files, typing correspondence, creating reports, and other correspondence.
  • Assists staff and management with timesheet and attendance notifications, time review for accuracy, answering questions and obtains timesheet validations.
  • Reviews time and attendance records in WebTA for accuracy and uploads timesheets to SharePoint.
  • Enters/uploads Deepwater Horizon (DWH) oil spill-related time and attendance records/documents into SharePoint (or current system).
  • Utilizes E2 Solutions software and procedures to prepare Travel Authorizations and process Travel Vouchers.
  • Coordinates with SERO staff and Invitational Travelers in scheduling travel and following procedural requirement for domestic, foreign, and group travel.
  • Assists with making travel arrangements and reservations and prepares travel packages for travelers.
  • Assists with the procurement of equipment and supplies and assists with managing government property, program equipment, and daily log books.
  • Selects appropriate methods from a wide variety of procedures or makes simple adaptations and interpretations of a limited number of substantive guides and manuals.
  • Provides overall clerical support functions for the processing activities.
  • Enters data in the database and spreadsheets and conducts analysis and maintenance of databases.
  • Prepares documents, assists with handouts, and attends and participates in annual outreach events (e.g., Science Fest).
  • Provides logistical support for onsite and offsite meetings to include participation, note taking and distribution of meeting notes.
  • Provides assistance to the Property Accountability Officer and the Property Custodian with non-accountable property, office setup with property, office moves, and performing property inventories (annual, quarterly, and random).
  • Utilizes Web applications that allow organizations to collect, process, and route information.
  • Tracks HCD training hours and expenditures.
  • Prepares documents to ensure they are 508 Adobe PDF Compliant.
  • May act as a backup administrative support.
  • Other duties as assigned.

KEY REQUIREMENTS AND QUALIFICATIONS:

  • High School Diploma or equivalent and a minimum of three (3) years of related experience.
  • Comprehensive knowledge of WebTA is preferred.
  • Must be proficient in using Microsoft Office Suite including Word, Excel, PowerPoint and Outlook and Adobe PDF.
  • Must be proficient in using Google platform (google drives, docs, and calendar used on a regular basis.
  • Must have excellent grammatical skills including proofreading/editing documentation, formatting and preparing documentation for signatures for submission to next-level management.
  • Must have excellent verbal and written communication skills and strong interpersonal skills.
  • Comprehensive knowledge of E2 Solutions software and procedures is preferred.

OTHER REQUIREMENTS:

Language Ability: Ability to read and interpret standard documents such as federal travel regulations, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports, and correspondence, and speak effectively on the phone and before groups, customers or employees of an organization.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percent and to draw and interpret information.

Reasoning Ability: Ability to collect data, define problems, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions dealing with several abstract and concrete variables.

Computer Skills: To perform this job successfully, an individual must be proficient in experience using Microsoft Office Suite including MS Word, Excel, Outlook, PowerPoint and Adobe PDF and Google Platform applications. Must also have access to and expertise in using SharePoint, E2, Laserfiche, and WebTA.

Work Environment: Work is performed in a fast pace is driven office environment. The noise level in the work environment is usually low.

Physical Demands: The work is primarily sedentary. Periodically, the position requires the lifting of boxes weighing up to 50 lbs. The employee will have constant visual contact with a computer monitor. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other Demands: Must comply with company policies and follow established safety rules, maintain a neat and clean work area, and operate all office equipment in a safe manner, and report any unsafe acts or conditions to the immediate supervisor or management official.

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