Secretary Iii (Nara Ii)

About Us:
EMCOR Government Services offers an experienced single-source solution for meeting the routine and mission-critical needs of federal, state, local and other government organizations. By combining our expert professional technicians, commercial best practices, extensive facilities knowledge and strong commitment to reliable, responsive service, we enable our government clients to achieve consistently high-performance facilities, on-time projects and long-term value.
Job Title:Secretary III (NARA II)
Job Summary:
This is a Service Contract Act position ($26.03 per hour). The selected candidate will be located at NARA II, College Park, MD. The standard schedule and workday will be Monday-Friday, 8:30am-5:00pm.
The candidate will be a well-rounded resource for customer service, Maximo-CMMS, financial reporting, administrative support, timekeeping, AP/AR, scheduling/coordinating meetings, and reports/analysis.
The candidate will maintain a close, highly responsive, and professional relationship with the day-to-day activities of the Operations and Program Manager/Assistant Program Manager and the NARA management team.
The candidate will be expected to work independently, receiving minimal detailed supervision and guidance from supervisory staff.
Essential Duties and Responsibilities Based on Functional Areas Supported (as required and other duties may be assigned):
Administrative Support:

• Receives calls/emails relating requests and status inquiries, responds or directs to appropriate managers.
• Assists with scheduling preventative maintenance work orders for in-house staff and subcontractors.
• Runs reports from the Maximo system for Program Management
• Assists with data and report development for performance monitoring and cost analysis
• Tracks (Work in Progress) WIP and IDIQ for Program Management
• Prepares presentations and briefings using Maximo data, metrics, and performance indicators.
• Maintain recurring internal reports, such as time and vacation/sick/PTO records, office equipment listings, correspondence controls, and training plans.
• Manages information of the highest level of confidentiality in a professional manner
• Maintain a shared drive for document and data control per ISO 9001 standards.
• Prepares and tracks purchase orders for maintenance supplies and services and submit for approval.
• Provides training to staff on software systems
• Solicits information from Operations Managers/others on behalf of Program Management.
• Attends meetings, documents meeting minutes, tracks outstanding actions and status updates.
• Interfaces with NARA leadership and EGS HQ departments such as operations, marketing, legal, finance, accounting, field safety/quality, and compliance to ensure service requirements are being met.
• Promotes a positive safety culture by fully complying with all safety policies and procedures, and applicable federal, states and local regulations
• Provides daily monitoring of the material inventory control database (including accounting functions and purchase orders).
• Provides administrative support to the program management staff including setting/planning meetings, formatting correspondence/deliverables, answering phones, ordering supplies, and other general duties.

Financial:

• Reviews financial reports and assists Program Management with analysis, budgets, and changes.
• Generates and runs reports from JD Edwards, Workqueue and Crystal reporting systems.
• Assists with Accounts Payable/Receivable, in consultation with EGS Finance Department.

Procurement:

• Assists with generating and receiving purchase requests/orders using the JD Edwards system.
• Helps coordinate vendor invoices, ensuring quality assurance acceptance before final payment approval.
• Coordinates new vendor set up in Procureware.
• Runs monthly reports that are due to the client as well as internal project management reports.
• Performs various office tasks such as copying and following up on vendor and corporate correspondence.

Human Resources:

• Processes payroll/timesheets bi-weekly, ensures 100% accuracy and compliance.
• Monitors employee and subcontractor sign-in and sign-out logs.
• Handles employee on-boarding requirements, coordinates interviews, staffing forms/requests, etc.
• Maintains employee records and files in consultation with EGS Human Resources Department.

Qualifications:

• Associate's or Bachelor's degree in business or related field or the equivalent in work experience desired.
• 5 or more years in related work experience supporting a program management office team.
• Required: Expert level - Microsoft Office (Word, Excel, Outlook, Power Point, Acrobat)
• Highly Desired: Expert-level - Maximo (Training can be provided)
• Highly Desired: Expert-level - JD Edwards (Training can be provided)
• Highly Desired: Expert-level - ISO 9001 Experience (Training can be provided)
• Must always exhibit a professional demeanor.
• Must always maintain a high level of confidentiality and discretion.
• Experience in the facilities and/or construction markets highly desired.
• Experience working for a government contractor highly desired.
• Position requires independent and self-motivated critical thinking and reasoning skills.
• Must be a team-player with strong interpersonal skills.
• Must be able to multi-task in this fast-paced and dynamic role.
• Strong time management and organizational skills.
• Ability to speak and write professionally, clearly, and effectively in English.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands and fingers, handle; or feel; reach with hands and arms; talks or hears. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled
Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.
EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.
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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)