SUMMARY

Maintain a close and highly responsive relationship to the day-to-day activities  of the supervisor and staff. Perform various clerical and secretarial duties.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Screen/coordinate telephone calls, service requests, and incoming/outgoing correspondence; respond to requests for information concerning office procedures and clerical processing; report actions that should be handled by the supervisor, appropriate staff, or other offices; prepare routine non-technical correspondence.
• Receipt, recording and distribute work orders utilizing IBM Maximo 7.6 (NCMMS) to service groups or crews upon customer request.
• Record information such as name, address, article to be repaired or service to be rendered.
• Prepare work orders and distribute to service crew or group. Keep record(s) of service calls and work orders and dispatch orders and relay messages and special instructions to mobile crews and other departments using radio or cellular telephone equipment.
• Arrange for conferences and meetings and assemble established background materials as directed. Attend meetings and record and report on the proceedings as requested. Distribute directed communications to team members via email or phone, as appropriate.
• Compile and record production data from customer service calls, work tickets, asset specifications, and individual worker production sheets following prescribed recording procedures and using different word processing techniques.
• Develop and generate preventive-predictive maintenance schedules, update asset records, dispatch preventive and corrective maintenance tasks to staff or groups for accomplishment, record accomplishment and expended labor hours to perform the tasks.
• Review outgoing and incoming documents and correspondence for consistency and conformance with Supervisor's procedures. Assure that proper approvals have been obtained, when needed.
• Compile reports, and data needed to complete reporting, as requested by the Supervisor.
• Collect and combine information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff.
• Explain to subordinate staff Supervisor's requirements concerning office procedures and documents.
• Support the processing of invoices, timecards, and database entry (NCMMS/dBase) .
• Process security clearance paperwork, new vendor set-up, and vendor invoices for payment.
• Maintain records and files.
• Track vacations and paid time off (PTO) balances and maintain the PTO calendar.
• Coordinate communication of service requests to ensure issues are addressed and status is reported to the designated Supervisor.
• Compile requests for materials and orders supplies as requested and approved by the Supervisor.
• Check assigned mailbox for mail and packages daily.
• Attend all training assigned both on the computer and off.
• Work fairly independently receiving a minimum of detailed supervision and guidance
• Maintain regular and punctual attendance.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

MINIMUM QUALIFICATIONS

• High School diploma or GED.
• Proficient with Microsoft software including Word, PowerPoint, Access, Excel, Outlook, Adobe Acrobat, and custom database entry.
• Knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.
• Minimum of two (2) years’ experience with data base management, filing and processing.
• Experience using general office equipment including computers, copiers, fax machines, etc.
• Must obtain and maintain any necessary security access and/or background checks.

DESIRED QUALIFICATIONS & SKILLS

• Good communication and interpersonal skills both verbally and written.
• Ability to interact with staff, outside clients, and vendors in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
• Ability to interpret and follow a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to coordinate multiple projects and stay within deadlines.
• Ability to prioritize tasks appropriately.
• Organizational skills and detail oriented including skills needed to accurately and orderly file documents.
• Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
• Ability to work with minimal supervision and to exercise independent judgment.
• Ability to interface with all levels of management and communicate effectively.
• Proven ability to exercise mature judgment – specifically in recognizing and respecting the confidential nature of corporate and personnel matters.

WORK SCHEDULE 

Part-time, up to 30 hours per week. May be required to work additional hours as needed to complete assignment or project.

TRAVEL

Potential for travel. When required, employee will need to complete an MVR check.

DRIVING REQUIREMENTS

Must have or be able to attain a valid state driver’s license and be insurable on the company’s automobile insurance policy. Driving, with or without accommodation, may be required when traveling for training and/or short occasional amounts of local driving.  The expected driving time is less than 10%. 

WORK ENVIRONMENT

The majority of work is performed in a professional office setting and in some off-site locations during project transitioning with a wide variety of people in different functions, personalities, and abilities.

PHYSICAL DEMANDS

Frequent sitting, using hands/fingers, handling, reaching with hands and arms, talking, hearing; occasional walking or standing, occasional lifting of up to 10 lbs. It is Katmai’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

COMPENSATION & BENEFITS PACKAGE

• Pay- $24.84/hour

Compliance:

To be considered for this position, all applicants must apply on the company website,  https://katmaicorp.com/life-at-katmai/

We are a VEVRAA Federal Contractor

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, marital status, familial status or any other characteristic protected by law. https://katmaicorp.com/life-at-katmai/#equal_opportunity Preference will be given to Ouzinkie Shareholders, Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2000e - 2(i).

Executive Order 11246, as amended, protects applicants and employees from discrimination based on inquiring about, disclosing, or discussing their compensation or the compensation of other applicants or employees.