Administrative Support Specialist

4 weeks ago

Williston, Vermont, United States Alutiiq Full time

Job Title: General Clerk III

Job Summary:
Alutiiq Career Ventures, LLC is seeking a highly skilled General Clerk III to support our contract with the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Service (USCIS), Office of Human Capital and Training (HCT).

Key Responsibilities:

  • Monitor and forward emails to the appropriate Federal staff, and prepare responses to inquiries as needed.
  • Coordinate and schedule meetings and conference calls, maintain meeting agendas, and record meeting minutes.
  • Use various systems to manage and analyze records for the Learning Management System.
  • Facilitate the issuance of Personal Identification Verification (PIV) cards and visitor access to USCIS office spaces, conference and training rooms, and other facilities as approved by the appropriate Federal point of contact.
  • Conduct program research, collect data, provide data analysis, and create reports.
  • Generate, monitor, and track IT requests for service and system access.
  • Maintain electronic filing systems following Department, Agency, and Office level guidance, policies, and regulations.
  • Develop, review, and assess program management plans and Standard Operating Procedures.
  • Reconcile and review documents for spelling, grammar, format, accuracy, and other elements consistent with standards for professional business writing.
  • Maintain databases and documents supporting program management and Learning Management System.
  • Facilitate and support printing initiatives for development and delivery of training materials.
  • Support the administration of briefings, conferences, training activities, and online and computerized training systems.
  • Assist in the preparation of tuition payments and employee reimbursements.
  • Maintain schedules for use of conference rooms and shared meeting spaces in electronic systems or manually.
  • Assist in training room setup including the movement of tables and chairs, opening and closing walls, testing equipment, etc.
  • Move equipment/supplies weighing up to 50lbs from office to storage and training areas/classrooms.
  • Provide administrative support for Facilities and space management initiatives.
  • Receive and distribute mail and prepare outgoing mail or shipments.
  • Provide inventory and management support for Government equipment, property, and office supplies; prepare and submit supply orders; and support other procurement and distribution efforts regarding office equipment and supplies.
  • Operate Government Owned Vehicles for transporting equipment and supplies.
  • Monitor and track time and attendance of HCT staff.
  • Review and prepare travel documentation based on the Federal Travel Regulation.
  • Assist with the administrative tasks associated with Surge Capacity Force, Continuity of Operations (COOP), and Occupant Emergency Plans; provide general administrative support for the Surge Capacity Force Program Office and the HCT COOP Program.

Requirements:
  • US Citizenship is required in accordance with the requirements of the above referenced federal government contract.
  • Ability to obtain/maintain eligibility and favorable pre-employment USCIS Entry on Duty (EOD) and Suitability Determinations.
  • Successful completion of drug screening and pre-employment background investigations with results allowing for continued consideration for employment.
  • High School Diploma.
  • Valid Driver's License with the ability to operate non-commercial Government Owned Vehicles.
  • Ability to lift or move up to 50lbs.
  • Proficient with Microsoft Word, Excel, PowerPoint, and Access.
  • Ability to communicate orally and in writing in a clear, concise, and effective manner.
  • Courteous, professional customer service and interpersonal skill and proper business etiquette in-person, verbally via phone, or through e-mail communications.
  • Strong attention to detail regarding grammar, punctuation, and spelling.
  • Strong strategic planning, prioritization, organizational skills, and attention to detail/quality.
  • Highly proficient operating common types of office equipment and providing operational support as needed.
  • Ability to think logically, multi-task, and work effectively within groups or independently within a dynamic and fast-paced office environment.
  • Ability to receive general guidance and instructions verbally or via established standard operating procedures or other written guidance, and act upon them with minimal supervision.

Benefits:
Alutiiq Career Ventures, LLC offers a comprehensive benefits package, including medical, dental, vision, disability protection, life insurance, prescription coverage, voluntary benefits, paid leave, and 401(k) retirement. Positions covered by the McNamara O'Hara Service Contract Act (SCA), Davis-Bacon Act (DBA), or a Collective Bargaining Agreement (CBA), or Fair Labor Standards Act (FLSA) will comply with the statute or CBA requirements as well as other client-customer contract requirements (all benefits are subject to eligibility requirements). For more information, please visit our Company's Career page.

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