Office Assistant

Job Title : General Services Administrative Office Assistant

This position provides daily office support to the General Services Administration Office, Facilities Services Division, and Security Services Division. This position is critical to the operation of the General Services administrative office. The position serves as the first point of contact for visitors at the reception desk, including vendors and general public, directing those seeking assistance in General Services. The position also answers the main General Services' phone line, providing assistance and directing individuals to the appropriate person. Additionally, this position processes invoices for the entire department, inputs information into Energy Manager for utilities accounts tracked by General Services, assists in making FCCH ID badges, serves as the back-up Office Assistant for the Automotive Services Division, sorts mail for the General Services Administration office, among many other mission critical functions. Work Schedule : Monday through Friday, 8 : 00am to 5 : 00pm.

Qualified candidates should have the following knowledge, skills and ability : General knowledge of office or work unit procedures, methods, and practices. General knowledge of and ability to use correct spelling, punctuation, and grammar. General knowledge of office accounting and record keeping procedures. Ability to use a variety of office equipment as required by the position. Ability to type with accuracy at the speed required by the position. Ability to use courtesy and tact in performing public contact duties. Ability to screen communications based on predetermined guidelines in order to respond or route to proper destination. Ability to communicate effectively in person and by telephone. Ability to maintain effective working relationships with other employees. Lifting up to 10 lbs. occasionally or sitting most of the time.

Graduation from high school or GED and one year of office / clerical experience. Experience with database systems and accounts payables / receivables preferred. An equivalent combination of education and experience may be considered for minimum qualification requirements.

Essential duties and responsibilities include but are not limited to : Screens and directs clients and visitors; explains a wide variety of readily available information in responding to inquiries. Schedules, confirms, and cancels appointments. Makes travel and meeting arrangements based on established guidelines and instructions. Collects specific information from clients to establish or update records. Assembles and summarizes specific information from files or other resources for the preparation of reports. Reviews, verifies, and processes office documents and performs calculations using specific guidelines. Prepares and submits requisitions for supplies, equipment, and maintenance. Maintains a limited unit budget; compiles routine statistical reports; reconciles account balances. Operates a typewriter, word processor, or computer to type, enter, format, and store a variety of work-related documentation with responsibility for choosing from a limited variety of standardized formats. Uses word processing and other software packages and / or mainframe system to enter, update, review, edit, and retrieve data. Establishes and maintains alphabetical, chronological, or subject matter files and records; maintains data on automated files. Prepares routine memoranda and letters; responds to requests for information. Performs related work as required.