Summary

All Native Group is seeking an Operations Support Specialist to provide administrative support to the Bureau of Medicine. Provides critical, advanced administrative work in support of program management with the goal of ensuring the seamless delivery of services. Ability to problem solve pro-actively and exercise good judgment and initiative that is in sync with the views and objectives of the program’s leadership and mission. Administrative work includes a range of tasks from simple to complex: filing, organizing schedules and travel, maintaining inventory, tracking case referral progression, ensuring case documentation is complete, basic data analysis, maintains different data in spreadsheets, ability to communicate with exceptional compassion, tact and diplomacy. Maintains a leadership informed close and highly responsive forward leaning posture regarding day-to-day program operations.

Essential Functions

• Communicates via a variety of means in a grammatically correct, concise, clear manner: correspondence: e-mails, memorandums, via PowerPoint, etc.; b. interacts with customers one on one, in person or remotely; c. briefings: Able to update on current program issues; d. draft reports or issue summaries.
• Office management: a. maintains inventory of office supplies, materials, psychological testing materials, and services and identifies emerging needs; b. generates and tracks work orders; c. on behalf of staff, submits and tracks IT service center requests from initiation to resolution; d. oversees new employee onboarding procedures to ensure all new-hire checklists are complete: sets up accounts for new staff in E2, OpenNet, ClassNet, JWICS and payroll and walks new staff through all onboarding elements; e. manages staff travel in E2; f. maintains a program office calendar to schedule and track actions, deadlines, leave; g. drafts requests for new diplomatic passports for staff.
• Information Management: a. oversees the transition of paper records to scanned electronic records; b. maintains an organized electronic document filing system that is accessible to those with a need to know and is compliant with security requirements; c. routinely assesses the electronic filing system for accuracy and to insure it is up-to-date, orderly and that files are moved into archive as needed.
• Works closely with the program manager and chief maintain productivity metrics and case referral progression using Microsoft Excel, ensuring case documentation is complete
• Collect and collate budget information, including costs, fees, etc., and interface with vendors to acquire quotes and invoices.

Competencies

Work performed under this labor category includes those classes of positions the duties of which are:

• To perform, under general government supervision, requiring the exercise of limited independent judgment, work of a moderate complexity involving the coordination and synchronization of personal and project calendars
• Collection and recording of operational data (including the collection, cataloging, and protection of Personally Identifiable Information)
• Drafting of correspondence or replying to inquiries related to policy development, coordination, interpretation, or change
• Completion of complex administrative or clerical tasks necessary to support ongoing policy, operational, or clinical activities.

The position requires the incumbent to:

• Possess necessary knowledge, skills, education, and/or professional experience equivalent to at least 2 years of work experience.
• Position requires a High School diploma or equivalent, a minimum of 2 years of experience supporting similar administrative or operational activities, and a security clearance at the SECRET level.

Supervisory Responsibility

None required for this position

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. however, due to the 24/7 nature of this unit, there is a high likelihood of either rotating or static evening and/or weekend work.

Travel

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

Experience

• Requires a Top Secret security clearance
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and office technology equipment
• Possesses excellent written, communication, interpersonal and critical thinking skills
• Committed, and able, to promote a teamwork environment

Education

• Possesses an Associate’s or Bachelor’s Degree

Additional Eligibility Qualifications

• None

Security Clearance

Must possess or be able to obtain/maintain a SECRET security clearance

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.