General Clerk 1

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.

Tommy Nobis Center is a Veteran Friendly Employer

Position: General Clerk 1

Location: House Urban Development Agency (HUD)

Date: January 2021

Position Summary:

Under the supervision of the Nobis Enterprises Program Manager, Administrative Service and the project contract supervisor, the Administrative/Mailroom Services General Clerk is responsible for administrative and mailroom support services. This position follows clearly detailed specific procedures in completing several repetitive clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file; could involve simple posting to individual accounts, opening mail, calculating and posting charges to departmental accounts, operating basic office equipment, e.g., photocopier, facsimile, multi-line phone/voicemail systems, mailing machines, and minimal computer programs. 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

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, Express Mail and Federal Express. Although specific pickup and delivery points have been designated for certain services. Express Mail and Federal Express mail contractors will deliver packages to the mailroom after they are x-rayed at the loading dock (Federal Buildings only).
• 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.
• 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.
• 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 USPS mail. Responsible for managing outgoing USPS mail and the direct accountability system in a manner that assures minimum postage. Collect and meter all outgoing and other internal mail from the mail slot/bin located within the mailroom and deliver it to the USPS.
• 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.
• 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.

Experience and Skills:

• 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:

  • One year’ experience in a customer service, office/mailroom and/or inventory control setting.

  Special Skills/Abilities:

  Interpersonal:
  

  • Ability to work independently as well as within a team environment.

  • Works well with the public and provides exceptional customer service.

  • Strong interpersonal skills and ability to maintain confidentiality.

  
  Written Communications:

  
  

  • Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals.

  
  Analytical:

  
  

  • Good math aptitude

  • Good analytical skills needed to analyze various job tasks

  
  Oral Communications:

  
  

  • Strong verbal communication skills required to effectively communicate with a broad range of individuals.
  • Ability to listen to and understand information and ideas presented through spoken words and sentences.

  
  Leadership:

  
  

  • Not applicable

  
  Organizational:

  
  

  • Ability to organize work area, supply room and maintain data for required reports.

  
  Problem-Solving

  
  

  • Ability to meet contract office requirement standards and prescribed deadlines.
  • Ability to tell when something is wrong or is likely to go wrong. Recognizing there is a problem.

  
  Equipment

  
  

  • Demonstrated knowledge of Microsoft Office, Word Excel and PowerPoint applications. Also, Microsoft Outlook and Windows XP.
  • Working knowledge of telephones, copy and fax machines and mail metering equipment.

  
  

  Other Qualifications or Requirements:

  Mental Effort:

  
  

  • Ability to think clearly and multitask.

  
  Physical Requirements:
  

  • Have full range of mobility in upper and lower body.
  • Be able to reach overhead.
  • Be able to work in various positions, including, but not limited to, stooping, standing, bending over, sitting, kneeling and squatting for extended periods of time.
  • Be able to handle, lift, pull and push materials and equipment to complete assigned job tasks.
  • Be able to handle mail bags, mail hampers, and packages often weighing up to 50 pounds.
  • Good hand dexterity. Ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble small objects.
  • Good eyesight.

  
  Visual Effort:

  
  

  • Well-lit office environment requiring average amount of visual effort.
  • Ability to see details at close range (within a few feet).

  
  Safety:
  

  • Follows all prescribed safety regulations to diminish accidents.
  • Understanding of OSHA safety requirements.
  • Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
  • Immediately report circumstances you consider may present a hazard to yourself and others.
  • Report any accident whether minor or major.

  
  Security

  
  

  • Must abide by all security regulations of the facility.
  • Must obtain and wear a photo ID.

  
  Scope of Position:

  
  

  • Not applicable

  
  

  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.

Nobis Enterprises offers a full package of benefits; some of which include:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 403(b) Retirement Plan with matching
• Vacation
• Sick Pay
• Government holidays – 10 days paid holidays
• Life and AD&D
• Short Term Disability (STD)
• EAP