Orlando Administrative Assistant Position Available In Orange, Florida

Orlando Administrative Assistant Clear Global Solutions LLC

• 4.

0 Orlando, FL Job Details Full-time $24.48 an hour 18 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Flexible spending account Paid time off Vision insurance 401(k) matching Life insurance Qualifications Microsoft PowerPoint Microsoft Word Microsoft Excel Microsoft Access Customer service Writing skills Visio English Organizational skills SharePoint Pivot tables Grammar Experience Adobe Acrobat Editing Entry level Full Job Description U.S Citizenship is required. Select applicants will be subject to a government security investigation and must meet eligibility requirements for access to classified information and be able to obtain a government-granted security clearance. Individuals may also be subject to a background investigation including, but not limited to criminal history, employment and education verification, drug testing, and creditworthiness. Administrative Support Duties Provide clerical support to include receptionist duties, such as greeting people, answering phones, scheduling, etc. Scanning, copying, faxing, filing, printing, sorting and record keeping Answering and providing telephone support Provide assistance with contacting and scheduling appointments, coordinate availability Manage hard copy and electronic files and records for management Act as escort to visitors or unbadged personnel to Government facilities requiring entry, access and exit to offices, rooms, or spaces. Assist employees with travel arrangements as alternate preparer in Concur to include creating travel documents, monitoring, facilitating, planning and organizing. Track the travel budget. Contractors shall not approve or fund documents. Only employees may submit voucher in Concur. Provide daily briefings as necessary for the purpose of reviewing the calendar and daily activity scheduling Monitor multiple general and specific delivery email boxes daily; review email to determine urgency and forward or prepare responses, follow-up and route appropriately Develop forms, announcements, surveys, or other materials as determined by the Government Facilitate conference room usage; maintain schedules for use of conference rooms in Microsoft Outlook or manually as determined by the Government Retrieve, receive and distribute incoming mail and packages received by the office; package and label items to be mailed or shipped. Assist in the preparation and updating of phone and contact lists, and maintenance of global email lists Facilitate agenda creation for conference calls and meetings Set up and staff informational booths/tables at events relative to the USCIS mission and provide program information Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the Government Operate and schedule maintenance for all office equipment provided, including copiers, fax machines, printers, scanners, binding machines, etc. Support INSITE program requirements in pre-review, review, analysis and reporting periods. Proof assessments and FAQ’s, enter changes, assist with User Acceptance testing, compare data, checking for PII in INSITE Monitor INSITE mailbox, track INSITE related inquiries, direct messages to appropriate SME or office group. Prepare written reports, copy presentation materials and keep metrics on execution of program Update facility list and calendar with facility moves. Read monthly/quarterly facility reports sent to facility email address, giving the timetable for potential moves/relocations Prepare and develop documentation for Government review and approval, to include presentations, memoranda, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation, in support of program management functions, including but not limited to the use of MS Word, Excel, Access, PowerPoint, Publisher, and MS Visio Track mandatory and elective training requirements Draft, format and edit publications, reports, procedural and instructional handbooks, correspondence and other general office documents and materials for Government review and approval, to ensure clarity of content, consistency and accuracy Coordinate with staff to monitor and track regional and/or divisional projects and obtain status reports Support the function of Vehicle Control Authority for regional GOVs, as appropriate and required: a. Control GOV access b. Monitor and track GOV use c. Maintain GOV log and record books d. Assure GOV scheduled maintenance is tracked and records of maintenance is maintained Technical Support Functions to be performed as needed at all locations (CoS, MID, FSD, RM, OI and FDNS)

Technical Support Duties:

Receive inventory, assure that received inventory is complete and communicate missing, short or usual items received to the Government. Store, package, label, mail, ship and distribute received inventory and equipment as required. Assist property management officials with annual inventory and with maintenance of property inventory records. Support includes verifying, inputting and processing property transactions in the automated property management system Schedule, set up, coordinate and provide technical support to conference calling as needed; conference meetings may involve in-person attendance, teleconferencing, video teleconferencing, technical presentations and/or computer

• screen sharing Provide data entry, information gathering support and technical support involving the agency’s Learning Management System Scan documents as required, including scanning into electronic filing system, using optical character recognition, and converting documents to other types of files using Adobe Acrobat Pro or other scanning software Update intranet sites using the agency’s collaborative platform, currently SharePoint, to upload documents and edit information, as well as maintaining permissions and serving as facilitator Assist in maintaining the Enterprise Collaboration Network (ECN) (or comparable) web sites including updating information, making design changes and uploading material such as surveys, documents, photos, and resource links Review and reconcile documentation in electronic and/or hard copy format, including editing, updating, consolidating, formatting and manipulating Word documents, Excel spreadsheets and PowerPoint presentations Receive and ship A-Files and record in the USCIS File Tracking System, currently RAILS.

Policy for shipping and receiving A-Files is located in the Records Policy Manual Perform monthly data pulls from Intellilink System; transcribe data and repetitive data standardization. Enter closed-case information into Misconduct Data Base (MDB) Provide data support, produce reports, perform system queries in USCIS

• propriety systems and Law enforcement databases Support new and current employees by coordinating with IT Helpdesk as needed to ensure proper access to appropriate Shared Mailboxes, printers, applications, shared drives and training as needed Receive Help Desk calls for OSI Process Tracking System (OPTS).

Answer questions and direct callers to appropriate OSI personnel pertaining to Report of Survey (ROS) of lost, damaged or destroyed property and Significant Incident Reports (SIR) processing Required Abilities and Skills Speak, read and write English fluently Exceptional coordination skills to manage schedules for several executive leadership positions Strategic multi-tasking and planning skills Situational anticipation abilities intended to prevent, inform and prepare for potential problems such as scheduling, time constraints and equipment needs Discretion while handling all matters Ability to communicate effectively both orally and in writing Professional and diplomatic telephone and email etiquette Strong organizational skills Ability to multi-task in a fast-paced office Understanding and application of professional grammar and spelling Ability to create and meet deadlines Ability to follow written and/or oral direction Ability to work as part of a team; also capable of working independently Excellent customer service skills Ability to schedule appointments and interviews Proficiency in current technology and technical applications to include: Microsoft 365 Suite applications, MS Visio and Adobe applications, including ability to use styles and templates features in Word and PowerPoint for efficiency and consistent formatting, and using calculations and pivot tables in Excel. Must possess skills equivalent to an intermediate knowledge of MS Word and Excel Adobe Acrobat Web Browsers (Google Chrome, Firefox, Internet Explorer, Microsoft Edge) Electronic Communication Network applications such as SharePoint Application Question(s): We are a Federal Contractor or subcontractor. The law requires us to provide equal employment to qualified people with disabilities. The law states we must measure our progress towards meeting a goal of having 7% of our workers as people with disabilities. To do this, we must ask applicant’s and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every 5 years. Completing this question is voluntary, and we hope that you will choose to do so.

Please answer with:

• Yes, I have a disability, or have had one in the past
• No, I do not have a disability and have not had one in the past
• I do not wish to answer We are a federal contractor or subcontractor.

We are subject to the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). VEVRAA requires Government contractors to take affirmative action to employ and advance in employment protected veterans. To help us measure the effectiveness of our outreach and recruitment efforts of veterans, we are asking you to tell us if you are a veteran covered by VEVRAA. Answering is completely voluntary. Any answer you give will be kept private and will not be used against you in any way. □

I IDENTIFY AS ONE OR MORE OF THE CLASSIFICATIONS OF PROTECTED VETERAN LISTED BELOW

□

I AM NOT A PROTECTED VETERAN

□ I do not want to answer

Job Type:

Full-time Job Type:

Full-time Pay:

$24.48 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Schedule:

Monday to

Friday Work Location:

Hybrid remote in Orlando, FL 32801