General Clerk II - Receptionist

E2 Consulting Engineers•Pittsburgh, PA

13d•Onsite

About The Position

A General Clerk II /Receptionist provides receptionist services in Pittsburgh to include maintaining lobby area, brochures, maps, and directions. Answer and transfer telephone calls; take and relay messages, greet visitors and arrange for the responsible employee(s) to escort them to the appropriate office/location. Receive and distribute delivered items and maintain required logs. Provides clerical and administrative support to federal staff members and management in a professional office environment. Prepares documents, spreadsheets, and correspondence. Files and maintains physical and electronic records and documents in required formats and systems. Coordinates travel arrangements, schedules meetings and manages schedules for staff.

Requirements

High school diploma or equivalent.
General administrative support experience.
Excellent communication, grammatical and proofreading skills.
Must be able to operate general office equipment including but not limited to: computer, phones, fax, copiers, printers and related media and information devices.
Proficiency with Microsoft products (Word, Excel, PowerPoint, Outlook).
Ability to learn government software programs and systems.
Ability to work independently on projects requiring research and preparation of briefing or presentation materials.
Ability to anticipate requirements, apply judgement and choose among widely varying methods and procedures to prioritize and process tasks.
Ability to communicate and interact with others at various levels of management, both in person and/or by telephone to conduct business.
Ability to work under time pressure and rapidly for long periods to meet deadlines.
Ability to maintain confidentiality.
Detail oriented.
Excellent attitude, courteous and professional demeanor, and enthusiastic team member.

Nice To Haves

Associate degree in Business Administration or related field.
3-5 years’ professional office experience in administrative, technical and/or customer service function.

Responsibilities

Provide Receptionist Services to include: maintaining lobby area, brochures, maps and directions.
Answer and transfer telephone calls, take and relay messages, greets visitors and arrange for the responsible employee (s) to escort them to the appropriate office/location.
Provide general administrative support to include managing schedules and appointments; managing telephone calls; greeting and assisting visitors; pickup, sort and deliver mail and packages; scanning documents; and handling incoming and outgoing faxes.
Develop, compose, proofread, edit and transmit correspondence, memoranda, reports, spreadsheets, presentations, forms, etc.
Upload documents into the system and maintain files ensuring confidentiality and compliance with the Privacy Act.
Coordinate logistics, schedules and resources for meetings, events and inspections.
Prepare documents for signature.
Maintain records in accordance with storage, retention, and disposition instructions.
Prepare and maintain various reports and logs.
Ensure that subjects accurately complete required forms in compliance with regulations.
Report non-compliance.
Prepare and coordinate travel arrangements in automated travel system; prepare documentation; prepare conference registrations.
Establish and maintain filing system in accordance with Records Management Program.
Maintain databases and information systems, reconcile data, and generate reports.
Maintain department’s office supplies and equipment; prepare purchase requisitions; and complete and route work orders.
Working independently and confidently on projects requiring research and preparation of charts and other presentation material.
Use subject-matter knowledge and judgement to complete assignments.
Other duties as assigned to ensure timely project execution.