Staff Assistant: Office Management

Staff Assistant: Office Management
 

Position Summary

Responsible for various office services support to the organization to include support to in-office events and back-up to the receptionist.

Essential Accountabilities/Responsibilities

• Acts as a backup to the Receptionist to ensure proper coverage of the switchboard and reception area during office business hours. Ensures all office equipment are in working order and reports need for repairs/maintenance to the supervisor. Responsible for maintaining inventory and cleanliness of kitchen, copy room, conference rooms and other public areas. Informs supervisor of low inventory as needed. Prepares coffee in all kitchens throughout the day as needed.
• Provides Office Management orientation to new employees and interns, familiarizing them with equipment location and usage, existing procedures in the copy rooms, kitchens, meeting rooms and other common areas. Provides training on laminating and binder machines as requested.
• Works with Technology team to set up internal meetings to ensure that proper furniture arrangements and catering needs are completed in a timely fashion, designs graphics and formatting of table display for meetings and special events.
• Provides a variety of office services to DC staff to include but not limited to e-fax services, daily mail distribution and forwarding to former employees. Updates contact cards and payment request processing for Front Office, Operations and Human Resources as needed.

• Processes and distributes check requests for vendors to ensure timely payment for services rendered. as needed.
• Serve as fire warden for the 7^th floor in the event of building evacuations, as needed.

Peripheral Accountabilities/Responsibilities (non-essential)

• Provides back up assistance as needed in a number of administrative activities to include service of passport photos, Datawatch administration, and support on special projects to the Executive Office.

Parameters

• Incumbent operates under general direction, receives direction on most processes and methods and is assigned most work.
• Incumbent serves as a resource and provides guidance to others  as needed.
• Incumbent regularly interacts with staff at all levels within NDI.

Required Qualifications

Education

• High school diploma or equivalent

Experience

• One (1) year of experience in office administration

Required Skills and Abilities:

• Excellent oral communication skills
• High level of interpersonal skills to interact with staff and visitors of all levels
• Attention to detail, with a propensity to complete work accurately with a focus on quality
• Capacity to work both independently and as a member of a team
• Strong sense of cultural awareness
• Ability to interpret equipment manuals and other similar documents
• Working knowledge of PC-based word processing, database and spreadsheet applications; familiarity with Google mail and applications a plus
• Ability to lift up to 25 pounds

Work Environment

Occasional evening and weekend work may be required, as well as attendance at external events.

Physical Requirements

Sitting/mobility—to work at a desk and move around work areas.

Speaking/hearing—to engage orally in conversation with others and conduct presentations.

Seeing—to effectively use a computer screen and for reading and interpreting printed materials, memos and other paperwork.

Reaching/handling/lifting—to input information into computer systems and retrieve and work with appropriate paperwork, equipment and supplies.

 ADA Notation

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

Comments

This is a union position to be represented by the Office and Professional Employees International Union (OPEIU) Local 2.

Candidates must be legally eligible and authorized to work in the U.S. NDI does not provide sponsorship.  

As a result of COVID19, this position will start in a remote capacity. However, when the office re-opens, this position will be based in our Washington, DC office. NDI does not cover relocation costs for this position.

NDI welcomes and supports a diverse, inclusive work environment. As such, our commitment is to promote equal employment opportunities (EEO) for all applicants seeking employment and NDI employees. NDI makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, or reproductive health decision making.  Additionally, harassment or discrimination based on these characteristics will not be tolerated at NDI. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities and qualified individuals who have limitations due to pregnancy, childbirth, breastfeeding or medical related conditions.

To apply for this position, please visit the NDI website at: www.ndi.org/careers.

 

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