DHS USCIS Admin Assistant
Required services may include, but are not limited to, the following:
Scanning, copying, faxing, filing, printing, sorting and record keeping
Answering and providing telephone support
Provide assistance with contacting and scheduling appointments; coordinate availability
Manage hard copy and electronic files and records for management
Act as escort to visitors or unbadged personnel to Government facilities requiring entry, access and exit to offices, rooms or spaces.
Assist employees with travel arrangements as alternate preparer in Concur to include creating travel documents, monitoring, facilitating, planning and organizing. Track the travel budget. Contractors shall not approve or fund documents. Only employees may submit voucher in Concur.
Provide daily briefings as necessary for the purpose of reviewing the calendar and daily activity scheduling
Monitor multiple general and specific delivery email boxes daily; review email to determine urgency and forward or prepare responses, follow-up and route appropriately
Develop forms, announcements, surveys, or other materials as determined by the Government
Facilitate conference room usage; maintain schedules for use of conference rooms in Microsoft Outlook or manually as determined by the Government
Retrieve, receive and distribute incoming mail and packages received by the office; package and label items to be mailed or shipped.
Assist in the preparation and updating of phone and contact lists, and maintenance of global email lists
Facilitate agenda creation for conference calls and meetings
Set up and staff informational booths/tables at events relative to the USCIS mission and provide program information
Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the Government
Operate and schedule maintenance for all office equipment provided, including copiers, fax machines, printers, scanners, binding machines, etc.
Support INSITE program requirements in pre-review, review, analysis and reporting periods. Proof assessments and FAQ’s, enter changes, assist with User Acceptance testing, compare data, checking for PII in INSITE
Monitor INSITE mailbox, track INSITE related inquiries, direct messages to appropriate SME or office group. Prepare written reports, copy presentation materials and keep metrics on execution of program
Update facility list and calendar with facility moves. Read monthly/quarterly facility reports sent to facility email address, giving the timetable for potential moves/relocations
Prepare and develop documentation for Government review and approval, to include presentations, memoranda, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation, in support of program management functions, including but not limited to the use of MS Word, Excel, Access, PowerPoint, Publisher, and MS Visio
Track mandatory and elective training requirements
Draft, format and edit publications, reports, procedural and instructional handbooks, correspondence and other general office documents and materials for Government review and approval, to ensure clarity of content, consistency and accuracy
Coordinate with staff to monitor and track regional and/or divisional projects and obtain status reports
Support the function of Vehicle Control Authority for regional GOVs, as appropriate and required:
a. Control GOV access
b. Monitor and track GOV use
c. Maintain GOV log and record books
d. Assure GOV scheduled maintenance is tracked and records of maintenance is maintained
Minimum Job Requirements:
1. Possess and maintain a valid state issued driving license
2. Functionally proficient and experienced in the use of Adobe Acrobat DC, Distiller or Professional
3. Functionally proficient and experienced in utilizing a variety of computer hardware and software applications, such as but not limited to Microsoft Windows, Word, Excel, Access, Windows File Explorer and PowerPoint; be functionally proficient in saving, editing, deleting, and managing digital files.
4. Knowledgeable and experienced in operating small office machines, such as calculators, fax machines, scanners, and copy machines
5. Knowledgeable and experienced in general office procedures, such as but not limited to scheduling meetings, preparing reports, creating and editing spreadsheets, and filing both paper and digital formats
6. Functionally proficient and experienced in the use of Microsoft Outlook for e-mail and calendars and internet browsers such as Internet Explorer, Google Chrome, Firefox and Microsoft Edge
7. Possess professional and courteous communication skills. Have the ability to function proficiently, professionally, and respectfully in an office environment.
8. Capable of working independently and be a self-starter
9. Possess efficient telephone skills while being professional, courteous, and respectful
10. Read, write, speak, and understand English fluently.
Job Type: Full-time
Salary: hourly
Employee Benefits:
We believe in taking care of our employees so they can perform their best work. Our benefits include: