Essential Functions:

• Answer phone, take and deliver messages, forward calls as necessary
• Track and process voice mails and immediately record the call outs
• Assist with payroll activity for all contracts
• Maintain attendance records and the daily log boards listing all employees off
• Maintain records of employees on extended leave (FMLA, WC, ML, PL)
• Collect and maintain records of employees’ doctor’s notes and other excuses
• Maintain sick leave and leave books for payroll purposes by contract
• Review and maintain sign-in sheets for the AA, APMs, PM, and CA by contract
• Maintain books with sign-in sheets, payroll registers, leave requests, corrections, etc.
• Maintain summary of daily hours performed by employee for the APMs, PM and CA
• Assist in the analysis of payroll reports / data and contribute suggestions to improve
• Maintain gas receipts and accountability of gas cards to assist the logistics manager
• Maintain and keep up with all forms that must be on site for all departments to use daily
• Maintain security list for all contracts in accordance with USG requirements
• Maintain an updated list of drivers and renewal of licenses records
• Provide assistance to visitors and announce to appropriate personnel
• Handle inquiries and simple issues and refer problems to site management
• Review incoming correspondence, sort, and route mail as well as send and receive faxes
• Fax, e-mail, FedEx documents to corporate headquarters; make photo copies as needed
• Take service calls and maintenance requests from customers, forward as required
• Prepare and sign routine correspondence; send correspondence out as required
• Assist with the distribution of Daily Workload schedule updates to all teams, QC's / Mgrs
• Assist with workload schedules for all the contracts
• Assist with workload schedule completion and submission to USG/DPW
• Assist with the time card production process
• Use Ultipro for information on benefits, tax forms, health insurance, retirement plans
• Assist with the hiring process, drug tests, background checks and maintain a working relationship with counselors, job coaches, and interpreters
• Forward required paperwork for hiring and payroll to corporate office
• Comply with all Agency policies and procedures and follow contract specifications
• Promptly respond to all calls or messages from supervisor or designated representative
• Perform clerical/administrative duties ensuring accuracy, completeness, and timeliness
• Assist in the development / implementation of various office practices and procedures
• Make simple adaptations and interpretations of a limited number of substantive guides and manuals
• Using administrative skills, assist in the recognition of issues, inconsistencies, potential problems, or discrepancies related to office operations and report to site management
• Maintain flow and output of work, prepare and forward documents as required
• Make decisions regarding the priority, frequency, and sequencing of job duties
• Schedule appointments and make arrangements for conferences and meetings
• Attend meetings, take notes, and distribute minutes
• Coordinate personnel and administrative forms for the office and forward to corporate
• Assist in the input of Quality Control data, completion of reports, analysis of QC treads and data analysis, and contributes to decisions regarding the effectiveness of the QC program and individual performance
• Maintain administrative supplies at acceptable level ordering as needed
• Order and distribute uniforms
• Comply with uniform dress code and personal hygiene standards
• Comply with all security procedures; wear ID badge(s) at all times while working at site
• Attend and participate in in-service training, staff meetings, and other activities to facilitate professional development

Secondary Functions:

• Perform inventory
• Assist Contract Administrator with a variety of administrative reports and other duties
• Clean and maintain equipment and keep office neat and organized
• Assist in badging process for all new employees
• Perform other duties and tasks as needed

• Duties, responsibilities, and tasks may change at any time with or without notice

Physical Abilities Needed to Meet Work Demands:

• Ability to sit, stand, and walk for long periods of time
• Ability to go up and down stairs
• Ability to reach above the head, bend, kneel, stoop
• Ability to lift, carry, and push up to 50 lbs. regularly
• Ability to work in dusty spaces or adverse weather conditions
• Ability to see details on the floor, above the head, or on surfaces

Job Competencies Needed for Success on the Job:

• Ability to work with limited direct supervision
• Ability to maintain confidentiality
• Ability to work without assistance to complete assignments
• Ability to work in a constant state of alertness and with safety always in mind
• Ability to follow directions and focus on tasks
• Ability to make decisions and solve problems
• Ability to be organized, flexible, and dedicated to quality service
• Ability to handle tasks with judgement, tact, and accuracy
• Ability to prioritize and manage multiple tasks effectively
• Ability to analyze data and recommend corrective action
• Ability to manipulate numbers
• Ability to report problems or relate information
• Ability to understand and comply with safety procedures and environmental requirements
• Ability to read, write, and speak (communicate and relate information) English
• Ability to understand terminology of the office unit
• Ability to use a computer for data input and retrieval of information as required
• Ability to file, type, photocopy, collate, and operate office machinery
• Ability to maintain and submit reports, logs, and other paperwork in a timely manner
• Ability to use and care for equipment and cleaning supplies properly
• Ability to notice and report changes in work space conditions
• Ability to complete tasks in a timely manner with numerous interruptions
• Ability to attend work regularly according to assigned schedule and company policies
• Ability to work a flexible schedule as required
• Ability to attend and participate in training and work related meetings
• Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner
• Ability to comply with all building, security, and company policies and procedures

Other requirements:

• Valid driver’s license from state of residence and ability to drive
• License must have been valid for at least 3 years
• If driving a 15 passenger van, must be at least 25 years old
• Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures

Essential Personnel:

This position is designated as essential. This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility.

Education:

• High school diploma or its equivalent
• Valid CPR/FR certification preferred
• Knowledge of typing, filing, and office procedures, routines, and best practices
• Knowledge of Computerized Maintenance Management System (CMMS) such as MAXIMO, SAMS, TAMS, JAMS

Experience:

• Minimum of two (2) years’ experience in clerical work including administrative duties
• Thorough knowledge of standard English, basic arithmetic, and modern office methods and equipment required
• High degree of skill in typing and computer utilization
• Proficient in a variety of software including Word, Excel, and PowerPoint

Shift time - M-F 730am-4pm

Education

• High School or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)