CMT Services is recruiting for a Administrative Office Specialist II

ABOUT US

CMT Services, Inc. is a dynamic and growing small business supporting Federal, State, and Local government agencies. As a SBA-certified HUBZone, Woman Owned Small Business (WOSB), we deliver quality, professional services to support the missions and strategic business goals of our clients. Leaning on our core values of Integrity & Commitment, CMT’s mission is to continue delivering the highest quality services to our customers by applying best practices from our team of Industry experts ensuring not only our customers success, but the establishment of CMT Services as their Reliable Partner of Choice.

Disclaimer: By submitting your resume for this job posting, you authorize CMT Services, Inc. to forward your resume to all applicable internal and external managers, agencies, and recruitment personnel for review and consideration to hire.

Job Title: Administrative Office Specialist II

Location: Annandale, VA

Department Category: Administrative Services

FLSA Status: Non-Exempt

Supervisory Responsibility: No Supervisory responsibilities

POSITION SUMMARY - The Administrative Office Specialist II provides Office Management for Northern Virginia Community College’s Buildings and Grounds Office (Facilities Department) at the Annandale Campus. Applies knowledge of programmatic and administrative requirements including knowledge of applicable computer software/programs. Will have frequent contact with both internal and external customers.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES

The Administrative Office Specialist II:

• Provide quality general administrative services and support to the Facility Manager and staff by managing an effective an efficient operation of the campus Facilities Department. Exercise initiative and independent judgement in coordinating the daily activities of the Department, prioritizing, and organizing daily workload, scheduling conference rooms, and coordinating the Facility Manager’s calendar.
• Answer all incoming calls and handle visitors in a courteous, competent, and professional manner – troubleshoot problems, as needed; answer complex questions and refer unusual problems to higher levels
• Schedule appointments and accurately post appointments on calendar; attend meetings and take notes, as required
• Maintain a harmonious office relationship and provide excellent customer service for the College community, service providers, and guests; provide an effective and prompt communications system with all internal and external customers; be the “go to” person for the campus Facilities Department
• Compose and type correspondence, create and manage office files, file, maintain records, and produce various reports; files and reports should be accurate, detailed, organized, and current
• Meet deadlines
• Maintain office supplies, forms, first aid supplies, and commonly used items
• Maintain time and leave records; prepare and maintain confidential Facilities personnel files; review part-time personnel timesheets for accuracy; assist Facility Manager in reviewing, updating, and preparing Employee Work Profiles for Facilities personnel. Distribute, collect, and verify all contact information to include emergency information and driver’s license. As requested, prepare work study student schedules, monitor work and hours of work study student, and train work study student in proper office procedures
• Maintain and update the Campus Buildings and Grounds website
• Provide financial management - Manage budget expenditures for the Department; if applicable, manage and reconcile credit card account
• Process, coordinate, and schedule work requests and daily work orders; maintain work order records
• Prepare and process procurement documents including purchase orders for distribution and approval
• Provide emergency response procedures and learn critical contact organizations and their contact information. Respond to emergency calls in a timely manner.
• Provide instructions to technicians regarding work to be completed, when necessary
• Manage department community service program
• Performs other related duties as required.
  

EQUIPMENT OPERATED:

• Computer (PC), phone, and other office equipment.

COMPUTER EXPERIENCE

• Excellent computer skills (Microsoft Project, Excel, WORD)

MINIMUM QUALIFICATIONS

• Minimum of 1-2 years of experience
• Organization and people skills
• Ability to multitask on a wide array of assignments
• Experience with typing and other computer tasks

CERTIFICATIONS

• N/A

EDUCATION

• High School Diploma or equivalent

PHYSICAL, MENTAL, AND ENVIRONMENTAL CONDITIONS

• The work entails the performance of physical activities including walking, standing, bending, stooping, lifting and carrying possibly heavy objects. The work will entail the individual to be able to concentrate and pay attention for long periods of time. The work will contain you in a stationary position for long periods of times. This environment is indoors of the office. This is a fast pace moving environment and must be able to, collaborates well with others and proactively contributes to group objectives.

WORKING HOURS

Work Hours: Monday – Friday 8:30 a.m. – 5:00 p.m. (overtime is possible based on program needs)

PLACE OF PERFORMANCE

• Annandale, VA – This is not a remote position
  

TRAVEL

• N/A

TELECOMMUTE OPTIONS

• N/A

ANTICIPATED START DATE FOR ASSIGNMENT

• ASAP

DURATION OF ASSIGNMENT

• Length of contract

CONDITIONS OF EMPLOYMENT

• Must be legally authorized to work in the United States of America. Sponsorship will not be a part of this contract
• Must successfully complete a successful background

• Must pass SRS drug and alcohol screening and have had no previous record of drug or alcohol-related convictions.

EQUAL OPPORTUNITY EMPLOYER & ANTI-DISCRIMINATION

CMT Services, Inc. is an Equal Employment Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, color, national origin, ancestry, sex, gender identity, pregnancy, family status, religion, age, marital status, sexual orientation, military status, veteran status, disability, genetic information/history or any other personal characteristic protected by law.

DRUG AND ALCOHOL-FREE WORKPLACE

CMT Services, Inc. maintains a workplace free of drug and alcohol abuse. Any unlawful manufacture, distribution, dispensing, possession, or use of drugs, and the abuse of drugs or alcohol is prohibited in the business’ workplace. Any violation of the Drug and Alcohol-Free Workplace policy may result in disciplinary action, up to and including discharge/termination.