Operational Services Assistant in Portsmouth, Virginia at Commonwealth of Virginia
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Job Description
The Opportunity: Operational Services Assistant
The main objective of this position is to provide administrative and office services support for the terminal facility to maintain daily operations and special projects.
What You’ll Do: Responsibilities
- Essential Functions
- Plans, procures, and executes hospitality requirements for meetings, tours, and special events.
- Assesses requirements and directs appropriate logistics to ensure professional standards are maintained.
- Oversees and directs mailroom and delivery functions, including physically receiving, stocking, and distribution of packages and supplies to terminal employees, clients, and ILA partners (e.g. distribute reams of paper to all departments, deliver water/drinks to all floors as needed each morning, etc.). Schedules and monitors pick-ups and deliveries and initiates corrective action as necessary.
- Processes accounts payable for terminal services, equipment, and supplies; prepares expense reports. Assists with accounts receivable issues for vendors, contractors, etc.
- Orders and maintains office supplies for terminal facilities.
- Serves as point of contact and addresses and tracks complaints and requests from across the organization for assistance with facilities needs, office supplies and repairs.
- Monitors, schedules, and maintains conference rooms/vehicles reservation calendar.
- Assists in sourcing and procuring furniture and supplies for facility needs and building renovation projects.
- Provides administrative support, physical labor, escort, and notary services as needed by employees, visitors, contractors, interviewees, etc.
- Performs other duties as assigned.
- The Port of Virginia is a 24-hour, 7-day-a-week, 365-day-a-year operation, schedule and location may vary based on the needs of the operation.
Who You Are: Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The Ideal candidate demonstrates exceptional customer service skills and a strong commitment to maintaining confidentiality while handling sensitive information. They possess a high level of attention to detail and accuracy, ensuring work is completed thoroughly and correctly. The ideal candidate has excellent verbal and written communication skills and is highly organized, with the ability to prioritize tasks effectively and provide updates on progress. Additionally, they bring intermediate or advanced proficiency in Microsoft Office applications, including Access, Excel, and Outlook, enabling them to efficiently support administrative and operational functions. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education
High School Diploma or GED equivalent required.
Licenses, Certifications, and Credentials
Valid driver’s license; Transportation Worker Identification Credential
Work Experience
One year of relevant experience required.
You Should Know: Disclosures
The Port of Virginia is an Equal Opportunity Employer and therefore does not discriminate on the basis of age, sex, race, religion, disability or national origin.
Selected applicant must be able to pass a pre-employment background check which may include any of the following: Academic record and verification of education and/or certifications; Employment history (including references); Criminal history; Driving record; Fingerprinting; drug and alcohol testing, Fit for duty Physical, Other records or information related to the candidate's suitability for the position.
Selected applicant must be able to obtain a TWIC (Transportation Workers Identification Card). The Port of Virginia is a 24-hour, 7-day-a-week, 365-day-a-year operation, schedule and location may vary based on the needs of the operation.