What are the responsibilities and job description for the Administrative Specialist (Client Based) position at Paragon Systems, Inc.?
104635583898
46581
Administrative
Paragon
POSITION SUMMARY: This administrative position performs a variety of administrative functions to support a high-profile Client site and ensures compliance with legal or regulatory processes, contractual and company mandated requirements. Additionally, this position is responsible for general office and training support and / or may work in a Plant Access Authorization or Fitness for Duty environment.
ESSENTIAL FUNCTIONS
- The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified according to business necessity.
- All assigned duties or tasks are deemed to be part of the essential functions unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
- Employees are held accountable for successful job performance. Job performance standards may be documented separately and may include functions, objectives, duties, or tasks not specifically listed herein.
- In performing functions, duties, or tasks, employees are required to know and follow safe work practices and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Employees are required to notify superiors upon becoming aware of unsafe working conditions.
- All functions, duties, or tasks are to be carried out in an honest, ethical, and professional manner and are to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.
Duties Include
- Access control and security functions to include engaging with internal and external customers to understand purpose of visit, and direct as appropriate.
- Performing a variety of office administrative functions, such as maintaining office and confidential files, answering phones and email, working in various computer systems and databases.
- Maintaining schedules of work, appointments, or workflow processes respective to area of responsibility.
- Operating a variety of software application programs, including word processing and/or spreadsheet programs and prepares a variety of documents (such as correspondence, memoranda, reports, papers, charts, statistical tables, messages and other documents) requiring accuracy in spelling and grammar.
- Operating a variety of office automation equipment, including copy machines, facsimile machines, networked computers, laser printers, shredders, scanners, and other electronic equipment.
- May be responsible for directing, motivating, training, and coaching others
- Cross training with other departments as necessary, and support other departments as needed.
- Carries out specific tasks and duties of a similar nature and scope as required for the assigned site.
MINIMUM QUALIFICATIONS AT ENTRY Additional qualifications may be specified and receive preference depending upon the nature of the position
Basic Qualifications
- U.S. Citizenship is preferred
- Ability to acquire and maintain site access requirements.
- Ability to acquire and maintain any other site-specific special clearances/access requirements.
- Based on regulatory requirements for working in the nuclear environment, candidates must not be colorblind
Education/Experience
- High School Diploma or GED
- Two (2) or more years of progressively responsible business experience, or an equivalent combination of education and experience sufficient to perform the essential functions of the job as determined by the Company.
- Associate degree or higher preferred
Background Prerequisites
Must undergo and meet company standards for background and reference checks, controlled substance testing, in addition to any mandatory licensing requirements. May need to meet physical examination requirements per assignment and behavioral selection survey,
Competencies (as demonstrated through experience, training, and/or testing)
- Must be able to meet and continue to meet any applicable state, county and municipal licensing and permit requirements for armed security work and specific protective device and weapons qualifications.
- Thorough understanding of standard office procedures and practices; knowledge of or ability to learn security operations and procedures
- Good oral and written communication skills
- Ability to understand and carry out moderately complex oral and written instructions; to make minor decisions in accordance with rules and regulations as they apply to work problems; to maintain company records; and to meet and deal effectively with the public.
- Ability to work with computers and the necessary software typically used by the department.
- Ability to maintain professional composure when dealing with unusual, emotional or confrontational circumstances.
- Ability to continuously self-educate and adapt to the changes in related industry and service delivery methods.
- Ability to self-assess work processes, high level of attention to detail, verification of data, and strong organizational skills.
- Must be able to work with minimal supervision.
- Ability to interact in a professional manner in both individual and group settings
- Ability to adapt to changes in the external environment and organization.
- Ability to provide high quality customer service and service delivery orientation
- Good interpersonal skills, with the ability to interact effectively at various social levels and across diverse cultures.
- Ability to be an effective, positive team member, and handle duties responsibly, take initiative and achieve results.
- Required ability to handle multiple tasks concurrently and with interruption.
WORKING CONDITIONS (Physical/Mental Demands)
With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:
- Maintaining composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations.
- May be exposed to stressful situations, such as challenging individuals who are in or approaching an unauthorized area.
- May be required to work overtime without advance notice.
- Directing, motivating, training, and coaching in a positive manner
- Regular computer usage
- Speak and hear sufficiently to communicate in person and by phone
- Maintain visual ability including close vision, distance vision, and ability to adjust focus
- May be required to use personal vehicle for the performance of duties
- Frequent lifting and/or moving up to 10 pounds and occasionally up to 25 pounds
- Occasional walking, reaching with hands and arms, stooping, kneeling, crouching, and crawling
- May be exposed to or required to handle sensitive and confidential information.
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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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VA License Number: 11-4665
