Location
Los Angeles, CA | United States
Job description
Adjudication Administrative Assistant
Position Description
At the direction of the Agency and/or Center Adjudication Manager, perform a variety of administrative and secretarial functions for the DOS/Adjudication/Customer Service/FPM Management Staff. Maintain all office functions associated with meeting the needs of the Adjudication office including incoming calls, correspondence and faxes. Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required.
Your future duties and responsibilities
Under the guidance of the onsite Government management team, the Adjudication Administrative Assistant shall perform a variety of administrative and secretarial functions for the Adjudication/Customer Service and/or Fraud Manager. The Adjudication Administrative Assistant is responsible for coordinating the large volume of information coming into the office to insure formats and deadlines are being met (i.e. schedules, memoranda, briefing papers, taskers, etc.). The Adjudication Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and at a minimum, shall perform the following functions:
- Answer incoming calls (internal and external) in an office
- Organize, type, collate, and file sensitive material
- Take and distribute meeting minutes as needed
- Monitor Inbox holds daily
- Maintain adjudication schedules
- Generate reports at scheduled intervals: daily, weekly, bi-weekly, etc., including:
- ATS Audit Reports
- Error Rates Report
- Generate Age Analysis report
- Photocopy cases for Adjudication Manager and Supervisors
- Record all completed trainings for passport specialists/supervisory passport specialists, including both core requirements and miscellaneous courses.
- Draft schedules
- Maintain Adjudication Sign-In Sheets
- Update Projected and Actual Overtime in the Overtime Log from the Overtime binder
- Update and distribute Adjudication Schedules
- Assist with organizing online trainings
- Assist with data entry and mailing
- Ship undeliverable over 90 Day, damaged and mutilated Products
- ITP Entry- Incident Tracking Program entries
- Maintain adjudication critical supplies
Required qualifications to be successful in this role
- Must meet all qualifications requirements of the Administrative Assistant Level I
- Ability to accurately manage tasks and assignments
- Strong organizational skills, time management, and attention to detail
- Ability to disseminate information and/or requests to all office personnel and compile responses
- Ability to adapt to changes in procedures and assignments
- Ability to establish working relationships at all organizational levels
- HS diploma (2 year college degree preferred) and;
- Demonstrated experience with document management, preferably for a legal department or other office, and;
- Two (2) years of experience as an Administrative Assistant in an office environment, including;
- One (1) year of experience supporting at an executive level;
- Four (4) years of experience using a variety of office software, specifically: Microsoft (MS) Word, MS Excel, MS PowerPoint, MS Publisher, and MS Outlook, and;
- Demonstrated ability to prioritize and organize simultaneous work flow duties
OPTIONAL: Desired qualifications/non-essential skills required
Due to the nature of the government contracts this position requires US Citizenship.
Hourly Rate: $27.47/hour
"CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role. The determination of this range includes various factors not limited to skill set, level, experience, relevant training, and licensure and certifications. To support the ability to reward for merit-based performance, CGI typically does not hire individuals at or near the top of the range for their role. Compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range for this role in the U.S. is
At CGI Federal we call our professionals "members" to reinforce that all who join our team are owners and empowered to participate in the challenges and rewards that come from building a world-class company. CGI Federal's benefits include:
- Eligibility to participate in an attractive Share Purchase Plan (SPP) in which the company matches dollar-for-dollar contributions made by eligible employees, up to a maximum, for their job category
- 401(k) Plan and Profit Participation for eligible members
- Paid Time Off (PTO)
- 10 Standard Holidays
- Health & Welfare Benefits as determined by your Service Contract Act
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When you join CGI, you become a trusted advisor, collaborating with colleagues and clients to bring forward actionable insights that deliver meaningful and sustainable outcomes. We call our employees "members" because they are CGI shareholders and owners and owners who enjoy working and growing together to build a company we are proud of. This has been our Dream since 1976, and it has brought us to where we are today - one of the world's largest independent providers of IT and business consulting services.
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