GSA Administrative Assistant - Office

LOCATION: Vancro is currently seeking a GSA Administrative Assistant to administer the Physical Access Control program at the New York City office, 26 Federal Plaza Room 1-100 (START DATE: 1 OCTOBER 2022

DUTIES & RESPONSIBILITIES:

The following duties are performed by the incumbent on a routine basis. The incumbent will also perform any other duties associated with completing the tasks associated with the scope of this contract.

Customer Service:
• Visitors are greeted in a professional and courteous manner
• Record service call requests from the tenant agencies on site and the appropriate contractors dispatched
• Service call logs are maintained
• Distribute correspondence to the tenant agencies
• Bulletin boards are updated as requested
• Conference room reservations are made for tenant agencies
• Monitor conference room schedules daily and notify custodial contractor when increased services are needed
• Appointments and meetings are scheduled as requested by GSA personnel
• Sign in / out building appropriate building keys and maintain the key log(s)
• Provide temporary parking spots and inform security

Telephone Service:
• Answer telephone promptly in a courteous, professional manner
• Transfer calls to the appropriate person or provide a response if appropriate
• Take written messages and distribute them promptly
• Monitor voicemail messages and respond promptly the same day
• Update the main telephone extension voicemail greeting daily
• Direct calls to the appropriate person in the office to act

Mail Handling:
• Go to the Post Office every day to pick up mail for the office
• Receive, open, and distribute incoming mail daily
• Does NOT open mail specifically marked for the recipient such as ONLY or mail that is marked CONFIDENTIAL such marked mail is to be delivered promptly to the addressee
• Collect outgoing mail and deliver to on site mail collection facility by the end of the duty shift daily
• Prepare packages, arranges for special shipping, and monitors tracking with overnight carriers such as Federal Express, etc.

Word Processing and Data Entry Services:
• Prepare letters, memoranda, forms, data, spreadsheets, flyers, announcements, presentations, special or one-time reports, and miscellaneous items in final format.
• Attend weekly Syracuse FO Staff & Project meetings for the Syracuse FO as needed.

Filing Service:
• Place or replace items in appropriate files in accordance with the current filing system.
• Retrieve files as requested.
• Make new files as necessary.
• Create/assemble Actions Binders/folders (example: Procurement Binder)

Facsimile Service:
• Collect and distribute faxes.
• Fax documents as requested by the originator.
• Verify the receipt of outgoing faxes by status reports printed by the facsimile machine.
• Provide originators with documentation and status report of faxes sent and received.
• Frequently monitor and refill paper supply.

Photocopying Service:
• Make photocopies using office copier.
• Utilize appropriate copier options such as double-sided copying, sorting, stapling,
reduction, and enlargement.
• Request for copies will specify number and distribution or follow prescribed distribution
codes which will be made available for reference.
• Frequently monitors and refill paper supply.

Security Clearance Processing:
• Operate a PIV "light" accreditation and badge machine
• Input and take fingerprints into Credentialing machine
• Update Security Clearance spreadsheet with status of clearance, move applicants to
different projects if applicable and remove/update applicants that have completed project

Procurement Service:
• Send emails to appropriate personnel in regard to these programs, issues or concerns in the absence of the Business Manager
• Develop procurement requests (GSA Form 49s) for energy and water contracts concentrating, but not limited to EBM Field Offices.

Building Badges:
• Take pictures
• Enter information into database
• Update database
• Run reports of all active / deactivated badges, door ajar, and security issues, etc.
• Issue Contractor badges for 1 day/1 week
• Review Access Form to grant access and issue badges
• Verify appropriate authorization to verify clearance and letter on file for Contractors
• Remove access from personnel no longer working in the building/deactivate building
cards

Timekeeper:
• Will be backup timekeeper to the Business Manager
• Input, edit, and update time sheets as requested
• Make corrections and check error reports

Work Orders:
• Follow up with customers to verify service was met
• Provide updated information to the appropriate personnel of any on-going issues related
to work orders
• Relay additional information to the appropriate Contractor about the service needed when
requested.

Miscellaneous Support-Service:
• Contact office equipment vendor as necessary for service support (phones and copier)
• Inform personnel in office before going on break or lunch so that adequate coverage can
be provided.
• Maintain office supply inventory and advise when ordering is necessary.
• Update Hanley Building Directory monthly

Current Openings for GSA Administrative Assistant Office Jobs at Vancro Incorporated