Administrative Assistant

The Records Specialist performs diverse administrative tasks in support of the Center for Civil Rights Operations. Provides administrative support in the day-to-day operations of the office and works under the guidance of Program office staff.   

Candidate will work in office operations for the with a mission affecting operations in other agencies, a large segment of the public, and the federal Civil Rights community.   

Essential Functions 

·        Serves as liaison between the supervisor and individuals within the organization and researches and provides background on the subject matter of meetings and conferences.

·       Attends meetings, prepares minutes, and follows up on action items with appropriate staff members.

·       Manages incoming telephone calls and visitor requests, answering procedural questions to determine appropriate persons for handling technical inquiries.

·       Using Information Research Service procedures, candidate will process incoming hard copy mail (Courier and United States Postal Service mail).

·       Serves as the organizational unit's focal point for providing office management services for an organization with extensive responsibility for coordinating the work of the                       organization.

·       day-to-day office administrative support services, answering telephone inquiries such as clerical/ secretarial functions, data entry, payroll administration, recordkeeping,                     scheduling, notetaking, meeting management, drafting memos/notes/letters,

·       purchasing/requisitioning supplies, and logistics. given select priority assignments may require less than one-day turn-around time.

·       Customer service along written document generation and innovation

·       May be requested and required to participate in Proposal Support functions due to expertise

Competencies 

·       Execute the review of correspondence, and data entry requirements in Outlook and download and upload correspondence from Outlook to the FNS SharePoint site.

·       Carefully review all incoming pieces of correspondence to determine the nature and intent of the communication and determine where the correspondence should be directed.

·       Conduct final quality control (QC) check to ensure compliance on tasks required with the processing of correspondence assigned via Outlook mail.

·       Assist in the creation of a Kron in reference to CCRO executive team activity. Assist in development of a File Schedule information of administrative and operational case files (program complaints).

·       Populate a database to ensure all document information is easily assessable, retrievable, and usable. Maintain an accurate inventory of all records in the system of records.

     Data and Records Management Tasks

·       Answering telephone calls from our customers and transferring Limited English Proficiency customers to our service resource.

·       Execute the review of correspondence, and data entry requirements in Outlook and download and upload correspondence from Outlook to the FNS SharePoint site.

·       Carefully review all incoming pieces of correspondence to determine the nature and intent of the communication and determine where the correspondence should be directed.

·       Conduct final quality control (QC) check to ensure compliance on tasks required with the processing of correspondence assigned via Outlook mail.

·       Assist in the creation of a Kron in reference to CCRO executive team activity. Assist in development of a File Schedule information of administrative and operational case files (program complaints).

·       Populate a database to ensure all document information is easily assessable, retrievable, and usable. Maintain an accurate inventory of all records in the system of records.

Work Environment 
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
Must be able to remain in a stationary position 75% of the time. 
Occasionally moves about inside the office to access file cabinets, office machinery, etc. 
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. 
Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly. 
Frequently moves standard office equipment up to 25 pounds. 
Must be able to work indoor conditions 90% of the time. 
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. 

Position Type/Expected Hours of Work 
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need. 

Travel 
No travel required for this position.   

Experience 
Minimum 3 years of experience in an administrative role. 

Education 
High School Diploma or GED   

Additional Eligibility Qualifications 
Full comprehension of office management systems and procedures  
Excellent knowledge of MS Office  

MS SharePoint
Proficiency in English  
Exemplary planning and time management skills  
Up-to-date with advancements in office gadgets and applications  
Ability to multitask and prioritize daily workload  
High level verbal and written communications skills  
Discretion and confidentiality  

Drug Free Workplace
All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

Security Clearance 
Must possess or be able to obtain/maintain a USDA Public Trust 

AAP/EEO Statement 
All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws. 

Other Duties 
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.