HHS-Administrative Assistant

Protection Strategies Inc•Washington, DC

About The Position

The Administrative Assistant is to serve as general administrative help to Intake, Suitability, and Badging Services Program and is responsible for overseeing and providing day-to-day support services in a wide area of administrative functions thus minimizing executive involvement on daily and routine administrative functions and inquiries. This Ready Reserve position involves a comprehensive hiring process, including interviews with both PSI and the specific Program Manager or Team Lead, along with a background check and drug screen for Protection Strategies, Inc. Successful candidates will be placed on a Ready Reserve List and considered for placement as vacancies arise. There is not an open position at this time.

Requirements

High school diploma or GED required
3-5 years of experience working in program assistant and/or administrative capacity
1 year (minimum) experience in data entry
Motivated self-starter
Ability to work well with a team
Ability to sit for long periods of time, standing, walking, crouching and kneeling
Effective interpersonal and communication skills
Multi-task in a fast-paced environment
Strong data entry skills alpha and numeric
Proficient in Microsoft office applications

Responsibilities

Contact Federal employees, contractors, affiliates, and interns to schedule fingerprint enrollment and badge issuances.
Answer telephone inquiries, questions regarding badge office policies, procedures,
Manage office resource mailboxes and correspond with agency sponsors and liaisons, both internal and external, regarding badge status'
Draft and update office Standard Operating Procedures (SOPs)
Submit new and departing user request to IT Helpdesk
Receive, log, and ship fingerprint cards to applicants for background investigation
Perform certificate rekey, pin reset, and card update activities
Manage agendas and travel arrangements for staff
Coordinate meetings and appointments, along as taking meeting minutes
Coordinate and assist leadership with onboarding new hires
Maintain office upkeep and coordinate with building maintenance as needed
Schedule and set up conference rooms as needed for trainings and meetings
Perform card custodian functions including ensuring all badges are stored securely
Responsible for checking identity and proofing process with valid government photo IDs
Responsible for destroying deactivated badges and requesting account terminations
Provide training to newly assigned badge office staff
Maintains applicant records, documentation, and files
Maintain the HHS' rules and regulations for identifying inter-agency badges and coordinate with external agency accordingly
Create and maintain spreadsheets
Troubleshoot inquiries, issues and other problems associated with the enrollment and issuance stations
Print and ship new and replacement badges for clients, federal employees, contractors, and liaisons
Reporting system failures and downtime to the appropriate assistance centers, as needed
Other duties as assigned