OFFICE SERVICES ASSISTANT - #177472

Job Summary: Performs a variety of clerical functions that involve processing equipment requests purchase orders special item orders etc. Follows up on renewal of contracts and resolves vendor complaints. Update status of document maintenance requirements. Duties and Responsibilities: Coordinate cubicle building or reconfigurations with vendor s and build cubicles as needed. - Coordinate NEXCOM and NAVFAC contractor maintenance for HQ facilities in Norfolk Virginia Beach and Suffolk through the NAVFAC and NEXCOM databases while maintaining accurate real-time changes to the databases. - Assist associates with furniture and office equipment from storage. - Receives request forms correspondence for the acquisition of goods or services. Orders requested items or services through authorized supply sources vendors. Prepares appropriate documents and forwards to vendor for procurement. Maintains copies of POs and invoices in appropriate files. - Corresponds with vendors and appropriate accounting office regarding paid and unpaid invoices and the receipt of merchandise. - Serves as a Contracting Officers Technical Representative COTR for various contracts and vendors. - Solicit proposals from vendors for supplies or services. - Maintains financial information databases in command systems including Lawson Rumba Lawson Portal and Excel. Develops and compiles various spreadsheet reports which best reflect information upon management request. - Assist with Department budget as a budget analysis. Responsible for any charges against code account. Ensures all charges are accurate. - Assist with the physical security of NEXCOM Headquarters sites. Works closely with security services and alarm companies to ensure that NEXCOM assets are protected at all times and assists with ensuring visitors to NEXCOM are identified and signed in. - Assist code S with building key control. - Receives complaints and telephone calls from associates concerning repairs replacement of office machines air conditioning heating and lighting etc. Determines priority of complaint and contacts the appropriate agency or service to accomplish necessary adjustments. Follows up on service calls to vendors if service is overdue. - Receives invoices for equipment repairs from vendors for work completed on Office Equipment or and maintenance equipment. Prepares appropriate documents for services rendered. - Follows-up on renewal of service maintenance contracts and rentals. Assist with work orders preparations and prioritizing of work. Reviews vendor contract for accuracy prepares the appropriate document and forwards to supervisor for approval and processing. - Assist with the command conference room and vehicle reservation scheduling program. - Maintain NEXCOM HQ vehicle fleet maintenance preventive maintenance through GSA scheduling security and cleanliness - Janitorial duties COVID supplies for all buildings water plants in common areas maintain newspapers and magazines in common areas order keys organize parties ceremonies and assist with clean up afterwards. - Have and maintain a valid motor vehicle operators license. - Assist with Emergency Management Drills inclement weather plans notifying local media and assist with operations continuity before during and after weather emergency events. - Initiates proper forms for retirement of office furniture and or equipment. Arranges transportation for the turn-in or disposal of office furniture and or equipment and maintains master file of all disposal information. - Participates in Business Continuity Disaster Recovery leadership team for Coordinating Office Services responses. - Provides Facility Access Control Representative FACR relief during break absences during normal working hours. - Safety Warden for HQ Locations. - Participate on the CEO Diversity Safety committee. Coordinates NEXCOM HQ logistics for command ceremonies and events. Assists with audiovisual support for NEXCOM functions including transporting set up operation of sound system VTC support and etc. - Assist with Command announcement for inclement weather closer to include coordinating communications with Help desk Security Guard command recordings NEXCOM Website front office and local television stations. Communicate information over PA system. - Have experience with Microsoft Office Suite especially Outlook Excel Word Skype Teams and Adobe. - Maintains continuity of operations in the absence of supervisor. - Performs other related duties as assigned. - Works under the general supervision of a designated supervisor who makes assignments and outlines policies and procedures. Work is reviewed in terms of adherence to procedures and effectiveness of operations. Supervisor is available for advice and guidance

Primary Location

United States-Virginia-Virginia Beach

Organization

NEXCOMHQ

Schedule

Full-Time (35 + hours)

Unposting Date

May 17, 2024, 10:59:00 PM

GENERAL EXPERIENCE 1 year of responsible clerical or office work of any kind in which the applicant has demonstrated the ability to perform satisfactorily at the grade level of the position. AND SPECIALIZED EXPERIENCE 1 year progressively responsible experience performing clerical or administrative support duties or experience in a related area which demonstrates the ability to perform the work of the position. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE 1 2 year academic study above the high school level may be substituted for each 6 months of 1 year of general and 1 year specialized. Candidates must be eligible to obtain a Secret Clearance within 6 months of appointment failure to obtain the clearance will result in termination. Candidates must also possess a valid vehicle operator license.