Administrative Support Specialist

2 weeks ago


Lincoln, Illinois, United States Avalon Business Engineering Services Full time
Job Overview

Position Title: General Clerk II

Location: Lincoln, IL (Logan Co.)

ROLE SUMMARY: The General Clerk II is responsible for providing essential clerical and administrative support to a federal agency. This role involves processing, preparing, monitoring, tracking, and maintaining various documents, ensuring their accuracy and organization.

KEY RESPONSIBILITIES:

  • Assist in locating and gathering completed documents while updating the database accordingly.
  • Distribute finalized documents through mail.
  • Conduct thorough reviews of files to identify all relevant documentation.
  • Organize document files based on geographic locations and verify that file information corresponds accurately.
  • Transition the current document filing system to a new, more efficient structure.
  • File and scan documents, creating a comprehensive index of their locations.
  • Utilize mapping software to document locations and develop an index.
  • Digitize selected documents into PDF format, establishing links to the files and the appropriate archived folders.
  • Adhere to designated naming conventions when saving files and upload them to a shared drive.
  • Establish a physical folder for hard copies to be reintegrated into the filing system.
  • Identify and compile duplicate documents as necessary.
  • Perform additional administrative and clerical tasks as required.
  • Occasional travel may be necessary to support customer missions, which could involve visiting various offices for training, collaboration, or file exchanges.

ADDITIONAL REQUIREMENTS:

  • U.S. Citizenship is mandatory.
  • Must undergo an FBI fingerprint check.
  • Successful completion of a National Agency Check with Inquiries (NACI) is required.
  • Possession and maintenance of a valid state-issued driver's license is essential.

QUALIFICATIONS:

  • A minimum of two years of relevant experience in clerical and administrative functions.
  • Familiarity with general office procedures, including document preparation and filing.
  • Proficient in using various computer hardware and software applications.
  • Skilled in Microsoft Office applications, word processing, Adobe Acrobat Professional, and web browsing.
  • Able to learn and utilize agency-specific software applications.
  • Experience operating small office equipment such as calculators, fax machines, scanners, and copy machines.
  • Knowledge of certified mail and return-receipt mailing processes is preferred.
  • Experience with mapping software is advantageous, or the willingness to learn.
  • Capable of working independently and effectively.
  • Fluency in reading, writing, speaking, and understanding the English language is required.
  • Understanding of Equal Opportunity and Civil Rights policies is beneficial.

EDUCATIONAL REQUIREMENTS:

  • A minimum of a High School Diploma or equivalent is required.

Avalon Business Engineering Services is an Equal Opportunity Employer. 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.



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