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Title

Senior Specialist, Administrative Services  
Category Administrative Services  
Description

NeighborWorks America: Working Together for Strong Communities

Purpose of Division:

The Office of Administrative Services & Facilities is committed to providing quality support services in support of NeighborWorks America’s business goals. The administrative services team provides efficient support, services and guidance to all staff for office operational and related issues.

Position Summary:

The Senior Specialist position provides professional and comprehensive administrative and facilities support for the Washington, DC and regional office locations. Responsibilities include advanced Admin operations tasks; reporting and tracking; researching and resolving problems related to admin/facility operations; procurement and contracts management; mail processing and delivery; vendor management; and general maintenance and upkeep of assigned areas. The Admin Services Specialist will report directly to the Director, Administrative Services & Facilities.

“Due to the current pandemic circumstances and our commitment to provide the highest care for our community, NeighborWorks America requires all new employees to be fully vaccinated against COVID-19 before being hired. Candidates should be prepared to submit proof of COVID-19 vaccination upon hire or discuss accommodations in line with COVID-19 safety protocols.”

 

Essential Duties/Responsibilities:

Administrative Duties and Responsibilities:

  • Functions as site administrator of the division’s internal web page (via SharePoint). Advertises site to staff as a dependable internal communications tool.
  • Organize and maintain the Administrative Services shared Drive and maintains departmental electronic filing systems.
  • Serve as a back up to lead for committees to include green and safety as well as being an integral part of the COAST (Corporate Operations & Administrative Support Team) Committee. Assists in DC headquarters’ oversight of safety and evacuation procedures as well as ensuring that emergency evacuation floor plans are updated, and other safety related tasks/duties.
  • Lead meetings on behalf of department – serve as back up for Director, to lead committees and related events.
  • Assist with drafting and preparing communication to DC & Field Staff with updates from building management and departmental announcements.
  • Provides assistance with departmental new hire orientations.
  • Orders office supplies and customized stationary; maintains inventory systems.
  • Assists Director with special projects, provides project management including tracking assignments, and facilitating efforts required to ensure project completion, for Administrative Services and Facilities, and F&A as needed.
  • Assists with event planning and management for Admin Services & F&A Division.
  • Assists with providing administrative and facilities related support and acts as liaison to all Field Offices.
  • Performs other responsibilities as assigned.

 

Facilities/Custodial Duties & Responsibilities

  • Responds to electronic help tickets, emails, and employee requests in an efficient and timely manner. tracks customer satisfaction by coordinating and following up on all administrative services requests submitted via email and through the electronic ticketing system and ensures completion.
  • Assists in managing maintenance and upkeep of all kitchen and pantry areas to include light cleaning and upkeep of supplies and appliances located in these areas. Ensures that all copy areas are stocked with paper, stationary, FedEx and office supplies.
  • Responds to facilities related requests and assigns as needed – may be responsible for general handyman services such as, furniture assembly, replacing light fixtures, hanging photos and other requests that may arise.
  • Maintains onsite storage facilities, including facilitating the disposal of paper products, equipment, and donation of other FF&E items as needed.
  • Mail Management –
      • Assists and coordinates mailroom duties with Senior Assistant to include:
        • Sorts incoming U.S. mail and packages; coordinates day-to-day mail and package organization/distribution.
        • Receives all incoming deliveries, checks packing slips against contents, and records tracking information on log.
        • Delivers and/or stores Incoming shipments as required upon receipt; and, ships goods and materials to external sites and regional offices.
        • Operates postage and other mailroom equipment and maintains USPS shipping and FedEx receipt and postal logs.
        • Maintains inventory of mailing supplies and order supplies when needed.
        • Coordinate bulk and large deliveries and mail needs with external divisions
        • Asset Management
      • Assists Director in conducting yearly asset management review in the headquarter office and field offices
    • Conference Room Duties & Responsibilities
      • Provides conference room set-up support, to include managing building conference center requests.
  • Performs other duties as assigned

 

Procurement Duties & Responsibilities:

  • Assist Procurement Task Lead (PTL) for department. Works with Procurement Team Lead to ensure that all Admin Services procurements are properly created, submitted and tracked in the NeighborWorks Procurement system (NEST) to include; market research and IPE, statement of work, technical evaluation and scoring, option years exercised, etc. in a timely manner. Follow up with Procurement Team Lead and Procurement POC on the status of procurements during regularly scheduled meetings.

Front Desk Operations Duties & Responsibilities:

  • Provides front desk back-up coverage for the Washington, DC office, including, but not limited to: answering the telephones, and greeting and attending to visitors in professional and efficient manner; back-up front desk during senior assistant’s lunches, breaks, scheduled time off, scheduled meetings and other relief as necessary.

Nature of Work Contacts:

Interfaces with NeighborWorks® America staff, vendors and other company representatives.

Fiscal Responsibilities: Budgetary back-up duties

 
Position Requirements

Required Minimum Qualifications:

(a) Education: Bachelor’s Degree required

(b) Experience: 5-7 years progressively responsible experience in office management, facilities management, administration, clerical work, mailroom, or central service experience; or any equivalent combination of education, training and experience which provides the following knowledge, abilities, and skills:

  • Facilities Management skills/experience.
  • Project Management skills/experience.
  • General Office Management skills/experience.
  • Strong Administrative and Operations Management skills/experience a must.
  • Excellent verbal and written communication skills.
  • Strong interpersonal skills: communication and collaboration with peers and internal staff.
  • Exceptional skills in Microsoft Office applications – specifically Word, Outlook, Excel and PowerPoint.
  • Considerable knowledge of modern office practices, procedures, and equipment.
  • Excellent customer service skills.
  • Experience with mail postage machines and other office equipment.
  • Demonstrated ability to interact and perform in a fast-paced environment, with the aptitude to remain flexible, resourceful, and efficient, while exerting the highest level of professionalism.
  • Ability to adjust to changing work priorities.
  • Ability to work with minimal direct supervision.
  • Ability to establish and maintain effective working relationships with others and successfully interact with people at all levels within and outside the organization.
  • Familiarity and experience with general office equipment to include appliances such as coffee machines and mail machines preferred.

(c) Licenses, Certifications: N/A

(d) Competencies, Knowledge, Skills & Abilities:

  • Ability to work in fast-paced environment.
  • Excellent verbal and communication skills.
  • Excellent customer service skills.

(e) NeighborWorks America Staff are expected to demonstrate excellence in the following:

  • Sensitivity to racial, gender, sexual orientation and cultural differences
  • Effective, respectful, and timely communications with internal and external stakeholders
  • Listening effectively, seeks and accepts feedback
  • Effective teamwork
  • Analytic, thoughtful and strategic thinking
  • Considering the mission, objectives, and goals of NeighborWorks and demonstrating an understanding of the impact of her/his/their decisions and behavior on the organization

(f) Technology:

  • Microsoft Office applications - specifically Word, Outlook, Excel & PowerPoint.
  • SharePoint

Preferred Qualifications:

  • Experience with mailroom equipment
  • PMP and/or Six Sigma Certification

Working Conditions:

(a) Travel: Ability to travel 20-25%

(b) Physical/Sensory Demands: Ability to lift 50lbs

(c) In-Office Requirement: Required to work in office (DC) at least two days a week (+ on-call front desk back-up)

 
Duration Continuous  
Salary Range $68,600 - $71,000 {Depending on experience}  
Division Administrative Services  
Department Administrative Services  
Travel 20-25%  
Working Conditions Ability to lift 50lbs  
Close Date 2/28/2023  
Location CORPORATE HEADQUARTERS: District of Columbia Office  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

To search for an open position, please go to http://NeighborWorksAmerica.appone.com

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