SUMMARY

Perform various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Screen and coordinate telephone calls, service requests, and correspondence. Respond to inquiries regarding office procedures and processing; escalate issues as appropriate. Prepare routine, non-technical correspondence.
• Receive, record 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 records of service calls and work orders and may 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.
• Maintain a close and highly responsive relationship with the day-to-day activities of the supervisor and staff.
• 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 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 order supplies as requested and approved by the Supervisor. 
• Check assigned mailbox for mail and packages daily.
• Attend all training assigned both on and off the computer.
• Maintain regular and punctual attendance.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

MINIMUM QUALIFICATIONS

• High School diploma or equivalent.
• Proficient with Microsoft Office Suite including Word, PowerPoint, Excel, Outlook, Adobe Acrobat, and custom database entry. 
• Minimum of two (2)  years of experience in database management, filing and processing.
• Experience using general office equipment including computers, copiers, fax machines, etc.
• Must be able to receive and maintain clearance from Homeland Security.
• Must be proficient in reading, writing, speaking, and understanding English.
• Must obtain and maintain any necessary security access and/or background checks.

DESIRED QUALIFICATIONS & SKILLS

• Strong verbal and written communication and interpersonal skills.
• 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. 
• Ability to work fairly independently, receiving minimal supervision and guidance.

WORK SCHEDULE 

Full-time. May be required to work additional hours as needed to complete assignment or project.

TRAVEL

None.

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 25%. 

WORK ENVIRONMENT

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: $30.19 per hour.
• H&W: $12.39 per hour.
• Eligible Benefits: Medical, Dental, Vision, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), Vacation & Paid Personal Time, 11 Paid Federal Holidays, and Leave of Absence.

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).