Shared Services Administrative Assistant

3 weeks ago

McAllen, United States MVM, Inc. Full time
Title: Shared Services - Administrative Assistant

Location: McAllen, TX

Schedule: Ability to work a flexible schedule, including nights, weekends, holidays, and graveyard shifts to support a 24/7/365 operation.

About MVM, Inc.

Service, Support, Success are the pillars upon which MVM's founders built the company, and they continue to serve as MVM's core values. Along with our uncompromising insistence on integrity and ethical business practices, these values make us the service provider of choice for our customers and the employer of choice for our dedicated team members.

Working at MVM, Inc. takes a certain kind of person; we want someone who identifies with our values and is willing to challenge themselves both personally and professionally. We seek employees who are passionate about serving and making a difference in lives of others.

If you can envision joining a team where you will have the opportunity to provide mission driven results; then we are looking for you

Job Summary:

The Shared Services - Administrative Assistant supports the 24/7 operation and is responsible for verifying data, entering, tracking, and updating information related to the transfer of unaccompanied children (UC) and family units (FAMUs). The Shared Services - Administrative Assistant conduct daily data entries on transportation related activities in accordance with government policies and procedures. This position provides administrative support to the Shared Services unit and ensures information is entered accurately. This position is responsible for confidential and time sensitive material.

Essential Functions and Responsibilities:

  • Enter, verify, track and update information related to the transfer of unaccompanied children and family units by utilizing the government database (EADM)Enforcement Alien Detention Module to capture relevant information.
  • Enter and update the Transport Log (spreadsheet) daily in SharePoint (live reports).
  • Review correspondence from Command Center.
  • Monitors camera surveillance for the site and vans to ensure contract compliance.
  • Maintain good and professional communication when dealing with the client, coworkers, and managers.
  • Able to manage sensitive and confidential information.
  • Collect and review information from government required forms for each trip, to include time of pick up, trip destination, hotel stay, drop off time and enter information accurately in the company systems.
  • Review records that are incomplete and correct errors.
  • Verify that minors and family units are booked into the correct shelter location, and appropriate milestones are completed.
  • Review correspondence from the Office of Refugee Resettlement (ORR) personnel and regularly check for update in the UC portal, as part of docket management.
  • Review each ORR facility in the Docket Control Office (DCO) has the ICE facility designation code ("DETLOC") in the client's records system.
  • Answers calls, addresses questions and/or concerns, and provides knowledgeable responses to general telephone inquiries in a courteous and professional manner.
  • Maintain professional and ethical standards as prescribed by MVM's Program.
  • Verify final entries for each record in Enforcement Alien Retention Module (EARM).
  • Close Cases in EARM for each UC and FAMU once they are transferred to shelter staff or Country Immigration Officials.
  • Comply with agency and program policies and protocols.
  • Performs other duties as needed.

Minimum Qualifications and Skills:

  • Possess an associate degree in an appropriate discipline from an accredited university (a high school diploma and two (2) or more years of relevant experience may be substituted for an associate degree).
  • Have at least two (2) years of experience working with computers (a minimum of four years of experience is required when a high school diploma with two or more years of relevant experience is substituted for an associate degree).
  • Must possess strong computer skills in MS Office, including Microsoft Word and Excel, PowerPoint, and Outlook.
  • Must be willing to learn internal company systems (Saturn, Mercury, etc.).
  • Requires effective communication and interpersonal skills to effectively interact with different departments within the company, employees and with clients.
  • Ability to take technical direction and feedback from various sources.
  • Committed to providing outstanding customer service and representation of MVM in a professional manner.
  • Requires the ability to prioritize work, meet stringent deadlines, balance multiple tasks and work in a team environment.
  • Strong attention to detail.
  • Possess a valid and current driver's license.
  • Inventory or surveillance software experience preferred.
  • Ability to work a flexible schedule, including nights, weekends, holidays, and graveyard shifts.
  • Excellent analytical and problem-solving skills

Preferred Qualifications and Skills:
  • Bilingual in English and Spanish preferred.

Work Schedule:
  • This position is mission critical and essential to the ongoing operations and requires a flexible schedule to support a 24/7/365-day operation.

Clearance:

  • Applicants selected will be subject to a government background investigation and may be required to meet the following conditions of employment.

Security Requirements:

  • Ability to obtain/maintain a Security Clearance.
  • Favorable credit check for all cleared positions.
  • Successfully pass a background investigation, drug screen.
  • May be required to pass or present specific requirements (i.e., DOT exam, vaccinations, CPR, flu shot).
  • US Citizenship

Physical Requirements/Working Conditions:
  • Standing/Walking/Mobility:Must have mobility to attend meetings with other managers and employees.
  • Climbing/Stooping/Kneeling: 0% - 10% of the time.
  • Lifting/Pulling/Pushing: 0% - 10% of the time, must be able to lift up to 40 lbs.
  • Fine Motor Skills/Dexterity: Must be able to write, type and use a telephone system 100% of the time.
  • Sitting: Sitting for prolonged and extended periods of time.

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Management may revise duties as necessary without updating this job description.

For more information about the company please visit our website at www.mvminc.com

MVM is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.

MVM complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing this application, interviewing, completing any pre-employment testing or otherwise participating in the employee selection process, please direct your inquiries to hrsupport@mvminc.com.

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