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Company: US facilities
Location: Hampton
Posted on: March 25, 2020

Job Description:

Provide administrative and office support to include, but not be limited to; Financial and Human Resources support, Corporate Program support and other areas as needed.

Duties include:

  • Gather facts, analyze findings, and assist with the management of procurement activities, accounts receivables, and payables.
  • Maintain and file related documentation and records according to the designed policies and procedures
  • Assist with Benefit administration, fiscal duties such as time entry, leave tracking, clerical and personnel issues
  • Verify the accuracy of all forms and reports generated by self and others.
    • Budget monitoring and reporting assistance
    • Set up meetings for staff members
    • Check work orders and VDOT documents against daily activity sheets to confirm accuracy and completeness
    • Greet and welcome all visitors/employees and notify their point of contact of arrival.
    • Receive letters and packages from express mail: UPS, FedEx, and distribute.
    • Retrieve all mail from the mailbox and distribute except the invoices (mailbox key is in the business office).
    • All incoming invoices should be date stamp and logged, then place in the inbox on the door in the Business Office for payment processing.
    • Log all Small Purchase Credit Cards payments and return to Fiscal Technician.
    • Log and file all Voucher payments.
    • Review statements to ensure invoices where received and file all documentations in the appropriate locations as needed.
    • Prepare outgoing mail and packages.
    • Monitor and place office supplies orders; upon arrival stock in the supply closet and/or distribute to person requesting the item(s).
    • Monitor the Xerox machine and replace and order supplies as needed. Notify help desk should any issues with the Xerox machine occurs.
    • Notify the Office Manager and open tickets for any work orders that need to be done in the facility.
    • Take new hires photo and forward to Security in order to have their badges created.
    • Ensure new hires complete the badge form; attach their CHRC clearance information. Obtain the Facility Manager signature and forward to Security for processing. When you received the badge that have been created contact the person for pick up.
    • Key time sheets and leave requests into the Cardinal System.
    • Print the Monthly Debris Report and Wrecker Detail Clearance Response Report for the Operations Managers approval then scan and forward to the vendor with any comments/information supplied by the Operations Managers (HRBT, MMMBT, and JRB).
    • Assist Human Resources with the Candidates Interviews.
    • Any other tasks as assigned by a supervisor.

      Job Requirements


      • High School Diploma or GED
        • Virginia Driver's License in good standing
          Minimum Requirements:
          • 1-3 years' experience providing administrative and office support
          • Proficient skills in using Microsoft Office software products (MSWord, Excel, PowerPoint, and Outlook)
          • Knowledgeable in relational databases, Access and Filemaker Pro.
          • Strong written and oral communication skills
          • Working knowledge of basic accounting principles
          • Knowledge in a financial and project monitoring system
          • Working knowledge of basic accounting principles
            Other Requirements:
            • 18 years of age or older
            • Drug Screening
            • Background Check
            • Required VDOT/Industry Training
              Work Conditions:

              • 90-day probation period
              • Potential for significant periods of sitting or standing
              • May be subject to short or no-notice work assignments
              • Monitored performance with routine evaluation
              • Occasional interaction with the public/media

                NOTE: This position is designated as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Contract Management will determine when essential positions are required.

                Valid driver's license is required. DMV records check is required. Criminal History Records Check and Fingerprint check is required.

Keywords: US facilities, Hampton , Admin, Administration, Clerical , Hampton, Virginia

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