Administrative Specialist

Pay : $23.00 - $25.00

JOB SUMMARY

This position performs a variety of responsible administrative, human resources and training functions in support of District operations.

Administrative functions include, but are not limited to, serving as an office ambassador, answering phones, handling walk-in traffic, office organization, accounts payable and data entry.

The position also performs various key hiring and personnel support activities ranging from applicant screening, scheduling interviews, issuing uniforms and preparing personnel files.

ESSENTIAL FUNCTIONS

The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately.

The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified according to business necessity.

• All assigned duties or tasks are deemed to be part of the essential functions unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
• Employees are held accountable for successful job performance. Job performance standards may be documented separately and may include functions, objectives, duties, or tasks not specifically listed herein.
• In performing functions, duties, or tasks, employees are required to know and follow safe work practices and to be aware of company policies and procedures related to job safety, including safety rules and regulations.

Employees are required to notify superiors upon becoming aware of unsafe working conditions.

All functions, duties, or tasks are to be carried out in an honest, ethical, and professional manner and are to be performed in conformance with applicable company policies and procedures.

In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

• Performs various office administrative functions, such as distribution of mail, incoming and outgoing mail processing, and coordinating service needs with property / office lease management.
• Serves as the first point of contact for the District Office including telephone and walk-in reception; interacts in a positive manner with staff, internal and external customers and the public.
• Responsible for maintaining inventory, including office supplies, uniforms and related uniform components. Responsible for issuing and collecting uniforms and equipment.
• Responsible for filing, organizing and providing document retrieval and / or copy support for District Office.
• Processes all Accounts Payable including invoices and bills for payments and process approved expense reports in automated systems.
• Supports New Hire Processes to include Compiles and prepares new hire packets; Initiates creation of personnel files and assists with the maintenance of confidential personnel files (paper and electronic) to document personnel actions and to provide information for payroll and other uses.
• May support and engage in recruiting and hiring support to include scheduling interviews conducting initial applicant pre-screening, completes applicant workflow audits using automated applicant database systems and similar.
• Performs other administrative tasks and duties of a similar nature and scope as applicable.

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference depending upon the nature of the position

Basic Qualifications

• U.S. Citizenship preferred
• Ability to acquire and maintain the required level of Department of Defense (DoD) Security Clearance. Must have a minimum of an active Interim Secret granted.
• Ability to acquire and maintain any other specific special clearances / access requirements.

Education / Experience

Associate degree and two or more years of progressively responsible business experience, or an equivalent combination of education and experience sufficient to perform the essential functions of the job, as determined by the Company.

Additional relevant experience can be substituted for the required education on the basis of one calendar year of experience for one academic year of education.

Candidates with at least two years of administrative support are preferred

Background Prerequisites

Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey, in addition to any mandatory licensing requirements

Competencies (as demonstrated through experience, training, and / or testing)

• Ability to use technology, including audio-visual equipment, web-based and point-to-point training delivery systems, and personal computers.
• Thorough understanding of standard office procedures and practices.
• Knowledge of or ability to learn security services and operations
• Strong interpersonal, writing, and communication skills with the ability to interact effectively at all levels and across diverse cultures
• Ability to maintain professional composure when dealing with emotional or confrontational circumstances
• Highly organized, punctual, and responsible
• Presentation and group facilitation skills
• Excellent time management and organizational skills to balance and prioritize work
• Courteous telephone manner
• Ability to work in a team environment, handle projects responsibly, take initiative, and achieve results
• Strong customer service skills
• Ability to multi-task with interruption

WORKING CONDITIONS (Physical / Mental Demands)

With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions.

In addition to other demands, the demands of the job include :

• Works with executives, clients, staff, and public, occasionally under conditions of urgency and pressure situations
• Handling and being exposed to sensitive and confidential information
• Directing, motivating, training, and coaching in a positive manner
• Regular computer usage
• Speak and hear sufficiently to communicate in person and by phone
• Maintain visual ability including close vision, distance vision, and ability to adjust focus
• May be required to use personal vehicle for the performance of duties
• Frequent lifting and / or moving up to 10 pounds and occasionally up to 25 pounds
• Occasional walking, reaching with hands and arms, stooping, kneeling, crouching, and crawling

EOE / AA / Minority / Female / Veterans / Disability - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

About Us

Paragon / SCIS has a legendary legacy standing tall in front of all critical assets of the United States of America. Protecting.

Guarding. Serving. We have been protecting our nation throughout history. For more than 150 years, our means have evolved but our purpose to protect our nation has remained intact, touching millions of lives.

From nuclear plants and government installations to specialized investigative services, we assure the country's safety and stability, relying on solid experience.

We value diligence, professionalism, and honesty. We are proud to call ourselves Paragon / SCIS. Our company is a symbol of integrity;

a reflection of each individual that composes it. We have built our reputation because accountability is in our blood.

About the Team

Paragon / SCIS is composed of over 14,000 employees, caring for one another and for the success of our clients and our company.

Working on the same site together, we bond with our colleagues; every day, serving the same purpose with dedication and a vigilant eye.

Our employees have diverse profiles : veterans, retired police officers, trained armed guards, professionals and experienced managers.

Their background and strength of character are carefully vetted so when you join, you know that you have been selected and are amongst the best.

From Armed Security officers to Mailroom Service Clerks and Fire Fighters, from Field Investigators to Site Supervisors, we all stand united to maintain order in the most critical infrastructures of our nation.

With diligence, 24 / 7, we are the eyes and ears on the ground. We matter. Our work is demanding. We thrive in the midst of challenge.

We are brave, organized, ready. And, we are rewarded for it with above market pay, comprehensive benefits and valuable training.

We believe in the vital role that we play in society and the recognition we get from it fuels us. Our values are the foundation of our operations.

They are summarized in three words : Integrity, Vigilance and Helpfulness. Integrity A Paragon / SCIS employee is honest and therefore trusted to work unsupervised on the customer's premises and with valuables.

Paragon / SCIS never compromises in its demand for integrity. Integrity also includes openly expressing one's opinion, reporting improprieties and not withholding information.

Vigilance Professionalism entails seeing, hearing and evaluating, and a Paragon / SCIS employee is always attentive. Professionals develop an intuition that helps us to notice things that others don't.

Their vigilance is needed in order to stay aware of potential risks or incidents that are taking place on our customers' premises.

Helpfulness Helpfulness is about our employees always being ready to assist within the context of a particular assignment.