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PRIMARY PURPOSE: Responsible for ensuring the smooth operation of the Washington, DC office and administrative services to include accounting and administrative work, as well as coordinating mailroom services. Purchasing by maintaining appropriate inventory of supplies and letterhead, and acting as liaison for the upkeep of the kitchen and common areas and handling basic office suite maintenance requests. Coordinating with building management on major facility repairs, such as plumbing, water, electrical and working with other vendors to plan and build out cubicle spaces. Supervises Administrative Coordinator/Receptionist and front desk operation.
ESSENTIAL FUNCTIONS:
Basic Office Administration/Maintenance 30% of Time
Coordinates basic facilities upkeep through contact with CBRE, building Engineer and other outside vendors, such as general repairs, recycling, light bulb replacement, heating, cooling and water issues, housekeeping throughout the suite, security & safety, etc. This position is on the building security system-calling list and is the administrative facilitator of the emergency management team. Coordinates and tracks all off-site storage for the organization, maximizing effective utilization of our monthly storage fees by following document retention policy. Assist other departments with arranging full catering for meetings and/or special events, ensuring serving supplies are available and that meeting rooms are clean and set up. Creates kitchen cleaning schedules for DC staff. Daily monitoring of the meeting room schedules to ensure that set up and arrangement of meeting room facilities are performed in a timely manner. Maintains and improves as necessary, an up to date procedural manual that is shared with manager on a monthly basis as well as current vendor lists and inventories.
Mailroom and Purchasing Services 10% of Time
Performs or oversees day-to-day mailroom operations, including the processing, delivery and tracking of incoming and outgoing mail and packages. Maintains cost-effective vendor relationships, performs regular inventory of office supplies and regular spot checks to ensure best pricing on typically stocked items. Maintains and updates as necessary a supply comparison index that is shared with manager. Maintains service agreements on copiers and fax machines and keeps tracking log for service calls when equipment malfunctions.
Administrative and Accounting Services 30% of Time
Performs administrative services for the Finance Department to include but not limited to upkeep and oversight of leasing files and requirements related to regional and field offices, upkeep of or oversight of insurance documents and handling insurance certificates needed by the organization and the updating of and oversight of the emergency response manual for the organization. Performs monthly reconciliations of various bank and balance sheet accounts as well as administrative duties for the Finance team.
Printing and Production Services 10 %of Time
Coordinates printing for organization-wide letterhead, envelopes, and business cards. Seeks best pricing through regular reviews of vendors. Creates and maintains and up to date sample and
procedural manual that is shared with manager.
Reception Area and Oversight 15% of Time
Coordinates and manages the reception area to ensure adequate coverage between regular business hours (8:30 a.m. and 5:00 p.m.) and effective and professional telephone presence and in-person customer service at all times. Consults manager on the use of temporary staff. Supervises Receptionist to encourage full utilization of position and exhibits and encourages professionalism in all internal and external relationships. Creates and maintains monthly Front Desk coverage pool schedule to cover Administrative Coordinator/Receptionist lunch and breaks.
Other Duties As Assigned 5% of Time
MINIMUM TOUR OF DUTY: 9:00 to 5:00, Monday – Friday
SCOPE OF POSITION: The incumbent regularly interacts with all levels of staff, vendors and building personnel. Occasionally interacts with Board members. Position supervises staff of one.
MINIMUM QUALIFICATIONS: Requires minimum of three to five years related experience in the essential functions, including facilities management and mailroom services, supervisory experience and basic accounting skills. An AA degree or better is preferred but not rquired; core competencies include integrity, reliability, excellent communication, interpersonal, planning and multi-tasking skills; proven ability to negotiate effectively; demonstrated ability to work collaboratively and influence decisions of others and computer proficiency.
Live, honor, and own the organization’s Core Values:
- Commitment to Mission: Commitment to the national parks is essential to our success.
- Empowerment: Having the tools, skills, facts and inspiration to advocate on behalf of the national parks.
- Teamwork: Teamwork, built on a fundamental trust in and respect for each other, is integral to our success.
- Accountability: Being accountable to each other, our members, and the public, as well as to the excellence, timeliness, and integrity of our work, and the implementation of these core values.
- Innovation: Exercising insightful creativity, perseverance, and strategic risk-taking to successfully complete our work.
- Diversity: We believe in and celebrate the diversity of cultural backgrounds, community traditions, and political perspectives at NPCA and in the National Park System. By integrating such diversity into our work, we will most effectively accomplish our mission.
PHYSICAL EFFORT AND DEXTERITY: Ability to use PC in office setting/may require occasional lifting of up to 45 lbs.
PHYSICAL ENVIRONMENT: General office setting
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