• Administrative Assistant

    Posted Date 2 weeks ago(1/31/2020 1:56 PM)
    Job ID
    2020-3158
    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 a federal agency in Washington, D.C. Responsibilities include:

    • Performing administrative activities for all program areas within the Diversity Management Division (DMD). Including but not limited to making copies, filing records management, correspondence, drafting and completing weekly and ad hoc reports, tracking suspense logs, managing databases, performing various financial activities, and travel. 
    • Serving as the point of contact for a variety of mailboxes. 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 DMD functions, including answering internal and external telephone calls, meeting and greeting office visitors, coordinating meetings, video telecommunication meetings, conference calls, and directing customers to the appropriate DMD 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 purchase requests and by maintaining quality control checks for purchasing.
    • Collect necessary data to complete reports and presentations.
    • Providing logistics and planning support for all diversity related programs, DMD internal and external meetings, strategic planning sessions, DMD field office outreach visits, and DMD training initiatives to include completing conference packets for submission.
    • Assist with managing PALMS training, reporting, and input.
    • Supporting DMD programs and initiatives, as needed, including reasonable accommodation, compliance, organizational climate assessments, special emphasis, model workplace, Anti-Harassment.
    • Manage DMD’s web content and page structure for the DMD SharePoint site to facilitate outreach to stakeholders.
    • As needed, providing support to respond to DHS, ICE, ODCR 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 DMD and timely responded to and tracking all DMD tasks to ensure compliance and compile quarterly and annual data.

    Requirements

    Requirements / Qualifications:

    • 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.

     

    Clearance Requirement: Ability to obtain and maintain a DHS ICE Public Trust.

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