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The Administrative Clerk III will provide administrative and badging support for the Program Support Center (PSC) staff at the regional office in Salt Lake City, UT. The incumbent will also support the Personal Identity Verification (PIV) card process. The services the Administrative Clerk III will provide include the following, but are not limited to: general clerical tasks, draft and edit documents, answer telephones, greet customers, administrative functions, schedule badging appointments, coordinate office repairs and act as the logistical coordinator for deliveries.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Schedules enrollment and issuance appointments for HSPD-12 (Homeland Security Presidential Directive) badging upon receipt of email notification. Requests will be garnered from both Health & Human Services (HHS) and other Operations Division within the HHS umbrella. For example, CDC and Indian Health Services.
Confirms sponsorship, ensures completion of an FBI fingerprint check, background investigation and the NACI (National Agency Check and Inquiries) level or higher, enrollment, identity proofing and collecting biographic information such as facial image and fingerprints. Enrollment Official initiates background investigations when an individual does not have one on record.
Produces and activates ID badges following the completion of all identity proofing, background investigations and related requirements.
Completes the enrollment (fingerprints and photographs) and issuance steps as part of the HHS Personal Identity Verification (PIV) badging process.
Completes certification update and resets pins, as requested. Certifications are to be completed within 24 hours of receipt.
Communicates with Operations Divisions such as IHS to receive, fill-out and return 828 forms utilizing a secure electronic format.
Manages PIV credential record files in compliance with specific policies and all regulations related to HSPD-12. Manages file cabinets and rooms where PIV credential record files are stored, ensuring they are locked when not in use. Ensures each PIV credential record file maintained in an electronic format is restricted with a password. Maintains and disposes of each PIV credential record file, including electronic data, in accordance with the National Archives and Records Administration (NARA) regulations.
Ensures staff members have proper PIV access to building, floors and secure locations required to perform their individual duties. This will require communication and coordination with the PIV Reader System and Physical Security and Badging Offices in Maryland.
Coordinates with Physical Security on any operational malfunctions.
Provides protocol for staff members to work areas, office space and/or badging area(s) prior to receipt of requisite PIV cards.
Coordinates new employee orientations.
Schedules orientation prior to staff onboarding.
Receives incoming mail from USPS (United States Postal Service), FedEx, UPS (United Parcel Service) and any other courier services.
Scans all accountable mail into Pitney Bowes hand held through tracking system (accountable mail contains a barcode label). Upon delivery, obtains a signature from recipient.
Ensures 100% of mail is scanned within one (1) hour of receipt.
Any mail received after delivery can be distributed the next business day unless specified as immediate delivery.
Delivers incoming mail according to protocol and scheduled timeframes. Those timeframes are based on receipt of UPS, which as of FY2021 is by 10:30 AM, Monday through Friday and certain holidays.
Since the inception of the COVID-19 pandemic, an addendum has been implemented for the processing of incoming USPS mail for the Operations Division and those who are currently working remotely. This necessitates that all mail for Procurement be scanned and attached to an email, with a request for acknowledgment of receipt.
Processes UPS/USPS shipping labels for outgoing mail before 2:00 PM daily. Ensures correct documentation and forms for shipments are provided by sender and Operations Divisions.
Applies postage to outbound mail, ensuring cost center codes are selected to account properly for expenditures.
Notifies building security personnel at Wells Fargo Center when expecting deliveries of any type to logistically plan the delivery.
Notifies personnel within 24 hours of delivery request that access has been granted and delivery is pending, noting date and time.
Facilitates office supply orders and requests for RLO Front Desk Administrative Support only.
Submits to Mail and Publishing Services Budget Analyst Purchase Card (P-Card) Order for approval.
Monitors inventory and order on an as needed basis, especially during the COVID-19 pandemic and limited office hours.
Utilizes approved copy paper supplier and only orders paper for copy machines located at copy rooms 402 and 425.
Assists with logistics and maintenance of all conference room bookings that may have overlap to coordinate visitor needs.
Maintains PSC Salt Lake City New Employee Guidebook and Occupant Emergency Plan (OEP).
Submits employee guidebook and OEP annually to the satisfaction of the Operations Federal Lead and or Safety Committee Chair.
Provides technical support and troubleshooting for laptops inside Room 423, to ensure software is up to date and laptops are logged in at least once every 30 days.
Serves as the point of contact and coordinator for contractors to provide services outside of normal building maintenance.
Contacts Wells Fargo Building Maintenance group when support or troubleshooting are needed for repairs, damages and other circumstances related to the building within 30 minutes of identification.
Follows up with appropriate Federal Lead on cost impacts for repairs and/or maintenance. Ensures coordination and approval is met prior to completion of work orders.
Coordinates office suite layout to ensure office safety and maximize functionality, while providing for required data entry and/or storage, voice drops and desk placement. Ensures new data and voice drops are installed prior to staff on boarding and/or reassignment, and as otherwise required.
Ensures that all SOP’s are reviewed and approved by the current Operations Federal Lead, so that it meets the needs of the center and current guidelines prior to publishing.
New Employee Orientation
Provides updated new hire handbook, issues a FOB for elevator floor access, and provides guidelines for entry to building prior to PIV issuance. For example, signing in and out at the front desk and utilizing the designated lanyard for “IN process Employees.”
Designates FOB to new employee and ensures a signature is required at issuance.
Coordinates with Federal Leads to follow the SOP that has been put in place to ensure GFE such as PIV’s and FOB’s are collected, returned, and signature given upon receipt by the Front Desk administrative support.
Office Expansion Projects
Prepares logistical plan pursuant to policies and regulations.
Submits logistical plan for review/approval prior to office expansion and in accordance with established timelines and/or required project milestones.
Requests price estimate(s) based upon a projected work order from at least three (3) moving companies (or, as otherwise required by regulations).
Upon contract award, coordinates with the selected moving company concerning performance of duties stated in work order, including commitment to the date/time of performance.
After completion of performance, coordinates receipts, payments and recording of associated invoices in cooperation with procurement office, or designated agency cardholder.
Other Duties as Assigned
Answers telephone, gives information to callers, routes call to appropriate person and places outgoing calls.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Associate’s degree and a minimum of five (5) years’ relevant administrative support experience, or equivalent combination of education / experience. Prior experience a federal government agency preferred.
CERTIFICATES, LICENSES, REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Working knowledge of administrative procedures and activities
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, schedule / time management, as well as other office procedures and terminology
Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)
Excellent written and verbal communication skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks, as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Skilled in planning and setting up room requirements for events and meetings
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.
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