Operations Support Specialist

All Native Group

1d • Onsite

About The Position

All Native Group, a division of Ho-Chunk, Incorporated, 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.

Requirements

• 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.
• 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

Nice To Haves

• Possesses an Associate’s or Bachelor’s Degree

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED