Administrative Support Professional

Administrative Support Professional

ProSidian Consulting seeks Administrative Support Personnel for our Consulting practice to join us in our Chicago, IL locations. This role (Secretary Level Role) is key to support the timely execution of revenue generating and client engagement activities. Administrative Support Personnel with ProSidian Consulting have 3-5 years' experience within administrative support or secretarial roles. This position requires Security Clearance. You must either hold active clearance, or be able to receive clearance before performance on the project.

GENERAL RESPONSIBILITIES

The Administrative Support position is crucial to providing customer and tenant satisfaction within the buildings where you will be staffed. For many, you are the first person encountered in the building, and you have a unique opportunity to bring a smile to their face. This position is listed as a Secretary II (Occupation Code: 01312) for Wage Determinations Under The Service Contract Act by direction of the Secretary of Labor's Employment Standards Administration of The U.S. Department Of Labor's Wage And Hour Division (Wage Determination No.: 2005-2168 | Revision No.: 14). In general, the administrative/reception service tasks include, but are not limited to :

1. Greeting visitors, determining nature of visits and directing visitors to appropriate persons.
2. Maintain professional appearance at front desk and waiting area.
3. Communicate professionally and politely.
4. Operating a central phone system, receiving and directing calls to Government personnel within the facility, taking and distributing phone messages, and answering general questions.
5. Recording and transmitting messages; keeping records of calls placed; providing information to callers and visitors; making appointments; keeping a log of visitors; and issuing visitor passes. Records and logs shall be kept in a web-based platform and updated as events occur.
6. Receiving incoming service calls from building tenants. Relaying requests to proper building maintenance personnel and following up with the proper service request documentation. Requests and documentation shall be kept in a web-based platform or the appropriate Government or vendor platform.
7. Prepare and distribute daily reports of service calls to appropriate building managers.
8. Analyze data to determine types of calls that increase or decrease, areas of the building with increasing or decreasing numbers of calls, or repetitive calls that indicate further investigation.
9. Personally respond to requests for information concerning office procedures; determine which requests should be handled by the client government agency's appropriate staff member or other offices.
10. Log each building service request into the applicable computer program.
11. Providing receptionist, faxing, and copier/duplicating functions.
12. Alert management about calls that seem unusual, repetitive, or urgent.
13. Word processing using Microsoft Office, Word for Windows and typing using on-site software and hardware. Examples are: typing letters/memos from typed, handwritten or from an email draft; typing forms; and merging text from different sources into complete properly formatted documents. Creating, manipulating, and maintaining spreadsheets and databases using Excel and Access. Learning other Government software programs.
14. Coding and filing documents according to accepted government filing plan.
15. Opening, sorting and distributing mail for the effective operation of the facility, including time stamping mail. Addressing and mailing packages and envelopes. Reroute misdirected mail.
16. Receiving and confirming conference room reservation requests. As instructed, maintain conference room calendar. Make arrangements for conferences and meetings and assemble established background materials as directed. Oversee use of EMS Lite conference room software or other audio/video needs. Communicate applicable fees, if required.
17. Review outgoing materials prepared by COR or designee for typographical accuracy, proper format and internal consistency.
18. Maintain recurring internal reports such as after hours and weekend access reports, directories, phone lists, etc., and office equipment listings, and correspondence controls. Reports, logs and listings shall be kept in a web-based platform and periodically updated by contacting tenants.
19. Maintains an office supply inventory electronically and notifies when supply is low. Requisition supplies as directed by COR or designee. Notify procurement when correct supply orders received.
20. Processing paperwork for security clearance for contractors, etc. working on Government functions. Assure that proper clearances have been obtained, when needed. Distribute personal history form to applicants and explain program.

• Review completed forms for 100% completion and accuracy, work with applicant to correct errors and omissions.
• Prepare coversheet for management signature when form is complete.
• Make appointment for applicant to be fingerprinted.
• Notify applicants when clearance is granted or denied.
• Prepare package for applicant to get photo ID, explain procedure to applicant.
• Maintain tiles of all cleared contractors working in building.
• Periodically update files to ensure all contractors are cleared, and contractors no longer in building are purged from files.
• Answer questions about clearance process, provide status.

• Maintain and operate systems for building key cards and parking permits. Provide tenants with applications and information. Route applications for proper approval and processing, and maintain files.
• Processing paperwork and transmitting documents.
• This position requires familiarity with the terminology of the office unit. Also requires developing and maintaining a current Procedures Manual. ProSidian shall provide a written Procedures Manual covering the key tasks or functions performed by the administrative services positions. The Manual will be used as both a training document for back-up employees, as well as a reference document for current staff. The employee selects appropriate methods from a wide variety of procedures. The clerical steps often vary in type or sequence, depending on the task. The employee selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures.
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports, and refer non-routine requests to COR or designee.
• Responding to priority non-routine work order within the usual scope of clerical/word processor tasks. Maintaining a cooperative approach and supporting the efficient professional work environment of the office.
• Carries out recurring office procedures independently, and selects the guideline or reference that fits the specific case. The COR or designee provides specific instructions on new assignments and checks completed work for accuracy. Employee handles differing situations, problems, and deviations in the work of the office according to the COR or designee general instructions, priorities, duties, policies, and program goals. The COR or designee may assist employee with special assignments.
• Check deliverables for quality and record any issues or problems that occur, regardless of cause, on the web-based platform utilizing ProSidian's Quality Control frameworks and templates.
• Enters performance data and metrics on the web-based platform.
• Enters daily time & attendance through the online portal, ensuring no more or less than 8 hours per day, or 40 hours per week, of time worked in accordance with building hours. Coordinates with the Team Lead or Program Manager on any leave or vacation requests through the same portal.

OTHER REQUIREMENTS

Other duties, tasks and activities within the realm of the Administrative Support personnel role (Secretary Level Role) may arise from time to time, and shall need to be fulfilled.

This position is a full-time Secretary Level position with holidays and vacation. Before any vacation can be taken, the Administrative Support personnel must schedule their vacation at least 14 days in advance with the Team Lead or Program Manager through the online Time & Attendance portal. Dress is business attire.

As a government contractor, you and your actions represent not only the company, but the client government agency and United States Government. Therefore, be mindful and appropriate in your words and actions.

ABSENTEEISM

While we understand that life takes unexpected twists and turns, absenteeism is unacceptable. All time off should be scheduled in advance. If an emergency situation develops where advance notice is not possible, the employee shall make every effort to notify the Team Lead or the Project Manager as soon as possible, so that on-call coverage is provided.

Qualifications

• 3+ years of Administrative experience (Secretary Level Role)
• Security Clearance
• Knowledge and experience with Federal Government Information Systems and Processes highly preferred
• HS diploma required. 1-2 years of vocation/technical training or a BA/BS Degree preferred
• Advanced experience with MS Office Suite software (Excel, PowerPoint, Word) and devices (e.g., Blackberry)
• Solid telephone, scheduling and time / travel management experience
• Advanced communication (written & verbal) and interpersonal skills
• Customer service skills
• Ability to be flexible and adaptable who can thrive in a fast paced environment
• Superior listening and comprehension skills

Additional Information