OFFICE SERVICES ASSISTANT

Job Summary

• Responsible for executing a range of clerical tasks, including processing equipment requests, purchase orders, and special item orders. Follows up on contract renewals and addresses vendor concerns. Updates the status of document maintenance requirements.
• Duties and Responsibilities :
• Coordinate cubicle construction or reconfigurations with vendors and assemble cubicles as required.
• Manage NEXCOM and NAVFAC contractor maintenance for HQ facilities in Norfolk, Virginia Beach, and Suffolk using NAVFAC and NEXCOM databases, ensuring accurate real-time updates.
• Provide assistance to associates with obtaining furniture and office equipment from storage.
• Receive request forms and correspondence for the acquisition of goods and services. Order items or services from authorized suppliers and vendors, preparing appropriate documentation for procurement. Maintain copies of purchase orders and invoices in designated files.
• Communicate with vendors and the relevant accounting office regarding paid and unpaid invoices and the receipt of goods.
• Act as a Contracting Officer's Technical Representative (COTR) for various contracts and vendors.
• Solicit proposals from vendors for supplies and services.
• Maintain financial databases within command systems such as Lawson, Rumba, Lawson Portal, and Excel. Develop and compile various spreadsheet reports as requested by management.
• Support departmental budget analysis and monitor expenditures against code accounts, ensuring accuracy.
• Collaborate on the physical security of NEXCOM Headquarters sites, working with security services and alarm companies to protect NEXCOM assets, and assist in visitor identification and sign-in.
• Support building key control initiatives.
• Address complaints and inquiries from associates regarding repairs or replacements of office machines, air conditioning, heating, lighting, etc. Assess the priority of complaints and contact the appropriate service to implement necessary adjustments. Follow up on overdue service calls.
• Receive invoices for vendor-initiated equipment repairs, preparing appropriate documentation for services rendered.
• Monitor and follow up on renewal of service maintenance contracts and rentals. Assist with work order preparations and prioritization of tasks. Review vendor contracts for accuracy and forward appropriate documentation to the supervisor for approval and processing.
• Assist with managing the scheduling program for the command conference room and vehicle reservations.
• Oversee the maintenance of the NEXCOM HQ vehicle fleet, ensuring scheduled preventive maintenance, security, and cleanliness.
• Perform janitorial tasks, manage COVID supplies across all buildings, care for plants in communal areas, store newspapers and magazines in common areas, and assist in organizing events and ceremonies.
• Maintain a valid motor vehicle operator’s license.
• Support Emergency Management drills, inclement weather plans, and coordination with local media while assisting with operational continuity before, during, and after weather-related events.
• Initiate appropriate forms for the retirement of office furniture and equipment and arrange for their transportation for turnover or disposal, maintaining a master file of disposal information.
• Participate in the Business Continuity Disaster Recovery leadership team for the coordination of Office Services' responses.
• Provide relief as Facility Access Control Representative (FACR) during breaks or absences during regular working hours.
• Act as Safety Warden for HQ locations.
• Contribute to the CEO Diversity Safety Committee, coordinating NEXCOM HQ logistics for command ceremonies and events. Provide audiovisual support for NEXCOM functions, including transporting, setting up, and operating sound systems and video conferencing.
• Assist with command announcements regarding inclement weather closures, coordinating communication with the help desk, security personnel, command recordings, the NEXCOM website, and local television stations, as well as communicating information over the PA system.
• Exhibit proficiency in Microsoft Office Suite, particularly Outlook, Excel, Word, Skype, Teams, and Adobe.
• Ensure continuity of operations in the absence of a supervisor.
• Perform other related duties as assigned.
• Work under the general supervision of a designated supervisor who assigns tasks and outlines policies and procedures. Work is reviewed for adherence to procedures and operational effectiveness, with the supervisor available for guidance and support.
• GENERAL EXPERIENCE

One year of responsible clerical or office work in which the applicant has demonstrated the ability to perform satisfactorily at the grade level required for the position.

One year of progressively responsible experience performing clerical or administrative support duties, or experience in a related area, which demonstrates the ability to meet the requirements of the position.

Two years of academic study beyond the high school level may be substituted for each six months of one year of general experience and one year of specialized experience.

Candidates must be eligible to obtain a Secret Clearance within six months of appointment; failure to obtain the clearance will result in termination. Candidates must also possess a valid vehicle operator's license.