General Clerk III- HVAC Clerical Support

TechFlow, Inc.•Jacksonville, NC

6d•$24•Onsite

About The Position

EMI Service is hiring a General Clerk III- HVAC Clerical Support who is primarily responsible for providing organized clerical, records, database, and administrative support to the HVAC Section and HVAC Manager. The position maintains accurate paper and electronic files, enters and updates information in computerized databases, tracks documents and action items, compiles information for reports, and assists with the preparation, organization, and retrieval of engineering, maintenance, and project records. Work is performed under general supervision according to established guidelines and procedures. Excel experience is a must.

Requirements

Effective oral and written communication skills
Strong organizational, records management, document control, interpersonal, and administrative support skills
Considerable knowledge of office practices, procedures, filing systems, records maintenance, and standard clerical techniques
Proficiency with personal computers and computerized databases, with emphasis on accurate data entry, updating, tracking, and retrieval of information
Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and related electronic file management tools
Ability to organize large volumes of paper and electronic records using consistent naming, indexing, filing, and archiving methods
Ability to compile information from multiple sources and maintain accurate logs, spreadsheets, trackers, and reports.
Strong attention to detail and the ability to identify missing, inconsistent, or incomplete information in documents and database records
Ability to establish priorities, manage multiple assignments, and complete recurring and time-sensitive tasks with limited supervision
High school diploma or equivalent
Must have 1-3 years of experience as a General Clerk III or in a related administrative, records management, document control, database/data-entry, engineering support, or office support position
Proficient in Excel
Excel assessment test required
Valid driver’s license compliant with REAL ID Act or are you willing and able to obtain one
Pass a pre-employment drug screening and background check
U.S. citizenship to obtain and maintain access to military installations

Nice To Haves

Some knowledge of building maintenance, engineering, service order, work order, project, and equipment terminology is preferred.
Each complete year of accredited college education in a related field may be substituted for the equivalent number of years of required experience
Formal vocational/technical training in office work may be considered related experience
Experience supporting maintenance, facilities, engineering, or project management operations

Responsibilities

Establish, organize, and maintain paper and electronic filing systems for engineering, maintenance, project, service order, inspection, correspondence, and other program records
Scan, name, index, file, archive, and retrieve documents
Input, update, and maintain accurate information in computerized databases and tracking systems such as Maximo, Deltek, Cost Point, Microsoft Excel, and other program databases
Review database entries and records for completeness, accuracy, proper identifiers, dates, signatures, and supporting documentation; correct or elevate discrepancies as appropriate
Assist the Engineering Technician with collecting, organizing, researching, and retrieving technical information, equipment records, drawings, work orders, service orders, submittmits, reports, estimates, and other supporting documentation
Assist the HVAC Manager with reports, logs, trackers, correspondence, meeting materials, schedules, status updates, and other administrative requirements
Compile and organize data from databases, spreadsheets, reports, and source documents to support engineering reviews, management reports, workload tracking, and program decision-making
Maintain status logs and trackers for pending documents, work items, submittals, action items, and other assignments; follow up with appropriate personnel to obtain missing or updated information
Prepare, copy, scan, format, route, and distribute correspondence, reports, work packages, technical records, and other documents
Maintain document version control, record retention, and orderly archiving practices
Coordinate with Work Control, maintenance shops, Supply, Accounting, Engineering, supervisors, and other departments
Respond to routine requests for records or information and direct technical, contractual, or management questions to the appropriate responsible employee
Provide secondary administrative support for purchase requests, order status, material documentation, or related database entries when assigned
Perform other related clerical, records management, database, and administrative duties as assigned to support the efficient and effective functioning of the program