OFFICE SERVICES SUPERVISOR

Job Summary:

Responsible for the management of a wide range of Headquarters office support services space management building maintenance and repair and various customer services. Performs a variety of supervisory clerical functions that involve processing equipment requests purchase orders special item orders etc. Follows up on renewal of contracts and resolves vendor or customers complaints.

Duties and Responsibilities:

- Assist with the organizing and coordination of Office Services operations. Supervises subordinate Office Services staff. Answers questions and provides technical guidance on matters relating to overall operations.

- Ensures accomplishment of the branch functions in an effective and efficient manner. Recommends and implements instructions directives regulations policies and procedures affecting NEXCOM. Recommends approval and or establishes branch procedures special priorities and unusual scheduling.

- Assist with the space management including cubicle assembly disassembly for relocations new associates reorganizations and any other moves in NEXCOM HQ facilities. Ensures contracts are in place to support this responsibility. Also responsible for ensuring required furniture is available either from existing stock or ordered.

- Responsible ordering NEXCOM central supply room supplies and standard forms to all NEXCOM offices. Ensures procedures and sources for ordering and stock retention of standard forms are in place both government and private industry.

- Provide support for the physical security of NEXCOM Headquarters sites. Works closely with security services and alarm companies emergency safety personnel to ensure that NEXCOM assets are protected at all times that property removed from NEXCOM sites is accounted for through use of property passes and all visitors to NEXCOM are identified and signed in. Maintains building key control.

- Provide support and responsible for NEXCOM s property management coordinates and conducts inventory of all assets. Specifically responsible for operation and maintenance of non-network connected copiers and fax machines for HQ offices.

- Assist with the controls and maintains a computerized functional budget of approximately three million dollars. Manage Government Purchase card program with monthly purchases of over 60K. Is fully cognizant of reimbursable costs and ensures appropriate processing of all invoices. Serves as a Contracting Officer s Technical Representative COTR . Reviews vendor contract for accuracy prepares the appropriate document and forwards to supervisor for approval and processing following established procedures. Critical independent decision making skills directly contribute towards the successful operations of NEXCOM Headquarters and outlying locations.

- Follows-up on renewal of service maintenance contracts and rentals. Prepares correspondence to department head notifying him her of expiration date of contract and asks whether renewal is required. Contacts vendor for price and request renewal contract.

- Corresponds with vendors and appropriate accounting office regarding paid and unpaid invoices and the receipt of merchandise. Purges open vendor files monthly.

- Assist departments with expense budget requirements. Compiles requirements and assist in developing annual expense budgets. Monitor and analysis the execution of approved budgets.

- Assist with the data processing of financial information into databases in several computer systems within the command. - Serves as a point of contact and liaison with appropriate vendors and commercial delivery contractors. Provides Assist with the routing of Naval messages. Provides courier service support for mail supplies and packages to all NEXCOM offices as well as large local Exchanges. - Provide support with the maintenance of NEXCOM vehicles. Manage the scheduling and key control of pool vehicles.

- Manage Headquarters Petty Cash fund in the amount of 750.00 and vending Petty Cash fund of 50.00.

- Coordinates and liaisons with NAVFAC contractors and vendors on all facility related issues such as sustainment minor and major projects. Develops scopes of work for building repair and improvement budgets and schedules execution of the work. Specific attention is required for maintenance of Computer Room facility and fire protection systems.

- Coordinating grounds maintenance activities building janitorial contracts trash disposal and recycling programs. - Provides audiovisual support for NEXCOM functions including transporting set up and operation of sound system.

- Provides video telecommunication support as required. - Provide support to facility logistics for Command ceremonies and events including but not limited to Diversity Day Change of Command etc.

- Assist with building closures in the event of emergencies or inclement weather with local television networks.

- Alternate representative in Business Continuity Disaster Recovery leadership team for coordinating Office Services response.

- Reviews and updates applicable Navy and NEXCOM instructions pertinent to Office Services.

- Supervises subordinate staff. Prepares work performance appraisals. Reviews actions of subordinates to assure completeness soundness of judgment efficient and effective management and adherence to applicable regulations policies and procedures. Approves disapproves leave provides training and takes disciplinary action.

- Receives general direction from a designated supervisor who outlines objectives and priorities. Independently assigns the work of the branch and applies accepted practices to resolve problems that occur. Work is reviewed to ensure compliance with overall policy and operational effectiveness towards the needs of NEXCOM. Performs other related duties as assigned. Secret Clearance required. Valid Vehicle operator license required.

GENERAL EXPERIENCE Three years of experience in administrative professional investigative or other responsible work which enabled the applicant to gain knowledge of management practices and administrative processes skill in dealing with others in person-to-person work relationships and the ability to exercise mature judgment.

OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE 1 year of academic study above the high school level may be substituted for 9 months of experience up to a maximum of a 4 year bachelor s degree for 3 years of general experience.

AND SPECIALIZED EXPERIENCE One year of responsible experience in administrative professional or technical work which demonstrated knowledge of management principles practices methods and techniques office services experience that included responsibility of a variety of support services such as typing mail processing purchasing and inventory of supplies etc. or any combination of similarly related activities in the areas of accounting personnel procurement contract administrative property management distribution management cubicle set - up and security. Candidates must be eligible to obtain a Secret Clearance within 6 months of appointment failure to obtain the clearance will result in termination. Candidates must also possess a valid vehicle operator license.