• Administrative Assistant

    Posted Date 1 week ago(10/9/2019 11:06 AM)
    Job ID
    2019-3099
    Location
    US-DC-Washington
    Clearance Required
    Yes
    Other Clearance
    DHS ICE Public Trust
  • Position Description

    XLA is looking for an Administrative Assistant to work on site at our customer's offices in Washington, D.C.

     

    • Performing administrative activities for all ODCR divisions, including making copies, filing and records management, correspondence, drafting and completing ad hoc reports, tracking suspense logs, performing various financial activities, obtaining and storing all underlying documentation for financial transactions, and supporting ODCR employee travel.
    • Serving as the primary email box manager for the three Divisions (Complaints and Resolution Division, Diversity Management Division, and the Civil Liberties Division). Follow the established Division protocols for responding to and managing inquiries through the mailboxes.  Assist in developing and/or revising current standard operating procedures for the mailbox management.
    • Providing customer service support for all ODCR divisions, including answering internal and external telephone calls, meeting and greeting office visitors, coordinating video telecommunication meetings and calls, and directing customers to the appropriate ODCR programs and ICE offices.
    • Assist DMD by organizing network file folders and assisting with responding to initial reasonable accommodation requests.
    • Assist DMD by preparing and submitting EPCTWs and by maintaining the EPCTW log.
    • Collect necessary data to complete reports and presentations.
    • Providing logistics and planning support for all ODCR divisions, including Special Emphasis Program observances, ODCR internal and external meeting and strategic planning sessions, ODCR site visits, and ODCR training initiatives.
    • Supporting ODCR programs and initiatives, as needed, including reasonable accommodation, equal employment opportunity, alternative dispute resolution, compliance, organizational climate assessments, special emphasis, model workplace, anti-harassment, and civil liberties.
    • Manage ODCR’s inSight (intranet) web content and page structure and the ODCR SharePoint site to facilitate outreach to the ICE and ODCR workforce.
    • As needed, providing support to respond to DHS, ICE and external tasks, including researching and gathering relevant documentation, drafting responses, coordinating responses with DHS, ICE and external offices, managing the ICE tasks system to ensure tasks are appropriate delegated within ODCR and timely responded to, and tracking all ODCR tasks to ensure compliance and compile quarterly and annual data.

    Requirements

    • Prior experience in a professional environment providing office, administrative, and technical support services.
    • Experience effectively communicating with personnel at all levels of the organization, both internal and external. Prior experience with Microsoft Office software, including Outlook, Microsoft Word and Excel, as well as other software including SharePoint, travel coordination, time and attendance, invoicing, and task management.
    • Prior records management experience, including organizing electronic files, maintaining file plans, and ensuring compliance with privacy regulations.
    • The ability to obtain and maintain a DHS ICE Public Trust.

     

    #ZR

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