Administrative and Office Aide II

CMT Services is recruiting for a Administrative and Office Aide II. THIS IS NOT A REMOTE POSITION

ABOUT US

CMT Services, Inc. is a dynamic and growing small business supporting Federal, State, and Local government agencies. As a SBA-certified HUBZone, Woman Owned Small Business (WOSB), we deliver quality, professional services to support the missions and strategic business goals of our clients. Leaning on our core values of Integrity & Commitment, CMT’s mission is to continue delivering the highest quality services to our customers by applying best practices from our team of Industry experts ensuring not only our customers success, but the establishment of CMT Services as their Reliable Partner of Choice. 

Disclaimer: By submitting your resume for this job posting, you authorize CMT Services, Inc. to forward your resume to all applicable internal and external managers, agencies, and recruitment personnel for review and consideration to hire.

Job Title: Administrative and Office Aide II

Location: Hampton, VA – 

Department Category:  Administrative Support Services      

FLSA Status: Non-Exempt

Supervisory Responsibility: No Supervisory responsibilities

POSITION SUMMARY: The Administrative and Office Aide II will provide provides career tracks for operational and administrative support specialists such as office support assistants and secretaries who perform a wide variety of journey-level office/program and administrative support duties based on agency business needs. Duties are performed within specific guidelines using established policies and procedures. The range of duties includes, but is not limited to, general office, secretarial, fiscal, and support activities.

COMPLEXITY

• Applies knowledge of office/program support activities.
• Work environment is structured.
• Typically serves as first point-of-contact for assigned program.
• Maintains a variety of records, such as inventories of supplies and materials; prepares correspondence, forms and reports.
• Produces documents related to assigned office/program area.
• May be required to establish and maintain filing systems.
• Applies specific knowledge of work unit programs and activities.
• Applies knowledge of basic math and bookkeeping, telephone procedures, and standard business communication.

RESULTS

• Direct impact on work unit’s service delivery, customer relations, and operations.

ACCOUNTABILITY

• Refers some questions and problems to higher levels.
• Some discretion within established procedures and guidelines.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES

The Administrative and Office Aide II will:

• Manage and provide a confidential secretarial service to the HR Team; providing full administrative duties as required including but not limited to: booking rooms, producing agendas, taking and transcribing confidential minutes of meetings, circulating appropriate papers and logging /updating action points accordingly.
• Manage incoming emails, calendars, post, expenses, purchase orders and telephone calls for the Office of the President and Student Affairs Team; compose letters, draft documents and carry out typing duties as required; devise, implement and improve administration systems and procedures to meet departmental requirements.
• Carry out any other general administration and assistant duties as required on behalf of the Office of the President and Student Affairs Team. 
• Maintains discretion and confidentiality in relationships.
• Prepare, proof and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.
• Maintain Team schedules and coordinate the working and volunteering of work-study and volunteers.
• Completes critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans.
• Maintains Team calendars of critical assignments and office functions, activities and events to assure timely completion of tasks.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Schedule, plan and coordinate special events for the Office of the President and Student Affairs Team.

• Performs other job-related duties as assigned by Management.

EQUIPMENT OPERATED:

• Computer (PC), phone, and other office equipment

MINIMUM QUALIFICATIONS

• A minimum of 3-4 years of experience in administrative or professional work.
• Have experience working in a customer service, fast-paced, results driven, operational environment.  
• Applicants should possess financial aid experience, excellent customer service skills, experience managing projects with deadlines, and working collaboratively as part of a team.

CERTIFICATIONS

• N/A

EDUCATION

• High School Diploma or GED

PHYSICAL, MENTAL, AND ENVIRONMENTAL CONDITIONS

• The work entails the performance of physical activities including walking, standing, bending, stooping, very heavy lifting and carrying possibly heavy objects. The work will entail the individual to be able to concentrate and pay attention for long periods of time. The work will contain you in a stationary position for long periods of times; however, must have the ability to walk down systems in the field. This environment is indoors of the office. This is a fast pace moving environment and must be able to, collaborates well with others and proactively contributes to group objectives.

WORKING HOURS

• A 40-hour work week is scheduled

PLACE OF PERFORMANCE

TRAVEL

• N/A

TELECOMMUTE OPTIONS 

•  N/A

ANTICIPATED START DATE FOR ASSIGNMENT

DURATION OF ASSIGNMENT

• TBD

CONDITIONS OF EMPLOYMENT 

• Must be legally authorized to work in the United States of America. Sponsorship will not be a part of this contract 
• Must successfully complete a successful background

EQUAL OPPORTUNITY EMPLOYER & ANTI-DISCRIMINATION

CMT Services, Inc. is an Equal Employment Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, national origin, ancestry, sex, gender identity, pregnancy, family status, religion, age, marital status, sexual orientation, military status, veteran status, disability, genetic information/history or any other personal characteristic protected by law. 

DRUG AND ALCOHOL-FREE WORKPLACE

CMT Services, Inc. maintains a workplace free of drug and alcohol abuse. Any unlawful manufacture, distribution, dispensing, possession, or use of drugs, and the abuse of drugs or alcohol is prohibited in the business’ workplace. Any violation of the Drug and Alcohol-Free Workplace policy may result in disciplinary action, up to and including discharge/termination.