Administrative Assistant (ICE Transport)

MVM, Inc.•El Paso, TX

About The Position

The Administrative Assistant is responsible for the day-to-day administrative functions such as answering and screening calls, calendar management, travel arrangements, ordering office supplies and other general administrative duties. The role provides administrative assistance to managers, field and support staff and visitors as well as manage day-to-day office responsibilities to ensure efficient operation of the office. This position is responsible for confidential and time sensitive material.

Requirements

Possess an associate degree in an appropriate discipline from an accredited university (a high school diploma and two (2) or more years of relevant experience may be substituted for an associate degree).
Have at least two (2) years of experience working with computers (a minimum of four years of experience is required when a high school diploma with two or more years of relevant experience is substituted for an associate degree).
Demonstrate experience applicable to the goals and objectives of this program sufficient to communicate with other staff, and appropriate for a similar program environment.
Must possess strong computer skills in MS Office, including Microsoft Word and Excel, PowerPoint, and Outlook.
Must be willing to learn internal company systems (Saturn, Mercury, etc.).
Requires effective communication and interpersonal skills to effectively interact with different departments within the company, employees and with clients.
Ability to take technical direction and feedback from various sources.
Committed to providing outstanding customer service and representation of MVM in a professional manner.
Requires the ability to prioritize work, meet stringent deadlines, balance multiple tasks and work in a team environment.
Strong attention to detail.
Possess a valid and current driver’s license.
Ability to work a flexible schedule, including nights, weekends, and graveyard shifts.
Applicants selected will be subject to a government background investigation and may be required to meet the following conditions of employment.
Ability to obtain/maintain a Security Clearance.
Favorable credit check for all cleared positions.
Successfully pass a background investigation, drug screen.
May be required to pass or present specific requirements depending on the program (i.e., DOT exam, vaccinations, CPR, flu shot).
US Citizenship
Must have the mobility to attend meetings with other managers and employees.
Must be able to write, type and use a telephone system 100% of the time.
Sitting for prolonged and extended periods of time.

Nice To Haves

Inventory or surveillance software experience preferred.

Responsibilities

Answer calls, address questions and/or concerns, and provide knowledgeable responses to general telephone inquiries in a courteous and professional manner.
Greet and direct visitors and employees.
Review and submit expense reports for Child and Family Protection Care Specialists.
Collect, review, and submit hotel folios to appropriate parties.
Review and code expense receipts on a weekly basis.
Reconcile and submit monthly credit card expense reports to appropriate stakeholders.
Maintain current training and certification requirements in accordance with state and ICE/ERO standards.
Monitor employee contract-required credentials (i.e., training certificates, security reminders, etc.), communicate overdue requirements, and send monthly email reminders to staff.
Review company vehicle toll road invoices and submit payments for charges incurred.
Assist in reviewing staff timesheets to ensure hours are entered into the company’s internal system accurately.
Receive, sort, and distribute mail and packages.
Prepare monthly surveillance reports and submit them to management.
Review and submit vendor invoices to the corporate office for payment.
Set up appointments for government ID card issuance as needed.
Issue company employee ID cards and/or visitor badges.
Manage and order office supplies as requested, in coordination with the Logistics Department.
Ensure office site reception area, meeting rooms and shared areas are neat and clean.
Maintain professional and ethical standards as required by MVM's policies and procedures.
Comply with company and contract policies and protocols.
Communicate with UC and families prior to and during transport, as necessary.
Support the Child and Family Protection Care Specialists in providing transport services to UC and families.
Support the Child and Family Protection Care Specialists with duties performed during transports.
Assist the Program Manager as needed.
Performs other duties as needed.