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Administrative Support Specialist
2 months ago
Position Title: General Clerk II
Location: Lincoln, IL (Logan Co.)
POSITION SUMMARY: The General Clerk II plays a vital role in supporting a US federal agency by executing clerical and administrative duties. This position involves processing, preparing, monitoring, tracking, and maintaining essential documentation while ensuring accuracy and compliance.
KEY RESPONSIBILITIES:
- Assist in locating and gathering completed documents while updating the relevant database.
- Dispatch completed documents through appropriate channels.
- Conduct thorough reviews of files to ensure all necessary documentation is present.
- Organize document files based on geographic locations and verify that file information corresponds accurately.
- Transition the existing document filing system to a new, more efficient structure.
- File and scan documents, creating a comprehensive index of locations associated with the documentation.
- Utilize mapping software to accurately document locations and develop an index.
- Scan selected documents into PDF format, establishing links to files and the corresponding archived folders.
- Adhere to designated naming conventions when labeling files and upload them to a shared drive.
- Prepare a physical folder for hard copies to be reintegrated into the filing system.
- Identify and compile duplicate documents to maintain an organized filing system.
- Perform additional administrative and clerical tasks as required.
- Travel may be necessary to support the customer mission, including visits to various offices for training, collaboration, or file exchanges, using government vehicles or authorized privately owned vehicles as needed.
ADDITIONAL REQUIREMENTS:
- Must be a US Citizen.
- Undergo an FBI fingerprint check.
- Successful completion of a National Agency Check with Inquiries (NACI).
- Possess and maintain a valid state-issued driver's license.
QUALIFICATIONS:
- A minimum of two (2) years of relevant experience in clerical and administrative functions.
- Familiarity with general office procedures, including document preparation and filing.
- Proficient in utilizing various computer hardware and software applications.
- Strong skills in Microsoft Office applications, word processing, Adobe Acrobat Professional, and web browsing.
- Able to learn and effectively use agency-specific applications.
- Experience operating small office machinery, such as calculators, fax machines, scanners, postage meters, and copy machines.
- Knowledge of certified mail and return-receipt mailing procedures is preferred.
- Experience with mapping software is a plus, or the willingness to learn.
- Ability to work independently and manage tasks efficiently.
- Fluency in reading, writing, speaking, and understanding the English language is required.
- Understanding of Equal Opportunity and Civil Rights policies.
EDUCATIONAL REQUIREMENTS:
- 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.
