Secretary II Cincinnati Job at Fort Sill Apache Industries LLC in Cincinnati

Job Description

Job Title: Secretary II

Reports To: Manager

FLSA Status: Hourly

SUMMARY:

Provides clerical support to enhance day-to-day operations for GSA in Cincinnati.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. ESSENTIAL DUTIES AND RESPONSIBILITIES:
   1. Utilization of NCMMS - Responsible for receiving, processing, distributing, and
   2. ensuring compliance of mechanical/custodial service requests including use of the
   3. NCMMS
   4. Receive, process, maintain and file: Tenant RWA's, LMT data, Form 139, Form 49, maintenance reports, sign in sheets, key card applications, various office logs, various agency information for Federally owned and Lease property.
   5. Receptionist duties such as answer phone, respond/receive phone messages, greet clients.
   6. Provide Customer service and administrative support for office personnel, walk in service requests and clients.
   7. Type documents for notices, building memos, newsletters, meeting minutes, etc.
   8. Create/Update phone lists such as Tenant Fact Sheet, Phonebook
   9. Maintain, organize, and archive file program
   10. Receive, monitor, and log utilities for up to 10 Federal Building Locations.
   11. Liaison between Agencies, Property Management and General Contractors
   12. Create office supply list for procurement
   13. Assist Property Management staff with various duty requests such as reminders, phone calls, memos, emails, and data gathering
   14. Make service calls for building, technical equipment, and elevators
   15. Arrange pick-up for office shred bin at the Sarah Cook House in Springfield, IL
   16. Other administrative duties as requested by the Supervisory Property Manager
   17. Assist Property Manager with data entry in Kahua and IRIS
   18. Learn various GSA programs to accomplish duties such as: LMT, NCMMS, Reta, IRIS, GREX, Kahua, Recycling, and Easi, etc.
   19. Learn, enter, and submit payroll for all Illinois employees.
   20. 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 for both current and back-fill employees. Additional procedures will be developed for special projects that are performed by these positions on a continual basis. The Manual will be used as both a training document for back-up employees, as well as a reference document for the current staff.

SKILLS and QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Proficient in Microsoft Office
• Attention to detail with minimum supervision in task accomplishment
• Professionalism and ability to interact effectively with others
• Resourcefulness, initiative and skill to function in a fast-paced environment
• Most be able to obtain a background suitability clearance (HSPD-12)

EDUCATION and/or EXPERIENCE

• Excellent communication skills.
• Organization
• Deadline-oriented
• Problem solving

LANGUAGE SKILLS

Must possess excellent verbal and written communication skills and have the ability to read and analyze applications and other documentation. Ability to write reports and business correspondence.

Working Conditions/Physical Requirements

While performing the duties of this job, regularly required to sit; use hands and fingers, reach with hands and arms; and talk and hear. Is required to stand and walk. May require walking between buildings.