Senior Administrative Specialist – Onsite (Phoenix, AZ)

Universal Strategic Advisors•Phoenix, AZ

1d•Onsite

About The Position

US Advisors is hiring a highly organized, detail-oriented Senior Administrative Specialist to provide onsite administrative, data and program support to U.S. Immigration and Customs Enforcement (ICE) within the Phoenix Area of Responsibility. The role supports office operations and processes for individuals in ICE custody and individuals reporting to ICE offices, and serves as a team lead. The specialist coordinates other Administrative Specialists’ daily work, serves as the primary point of contact for ICE personnel, and helps ensure the team’s work is accurate, timely and consistent. The position is fully onsite at an ICE office in the greater Phoenix area. It follows a shift schedule requiring at least 40 hours per week between 7:00 AM and 7:00 PM local time, including weekends and holidays. Each offer is contingent on passing a federal background investigation, including criminal history and verification of employment history, education and other agency-required information. Passing the investigation is a condition of employment. Compensation is $30.00 per hour.

Requirements

Bachelor’s degree from an accredited institution.
At least ten years of professional experience in administrative support, data management, program support or a related field.
Proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint), including working with data in Excel, and comfort learning new software systems.
Experience entering, maintaining and reporting data with a high degree of accuracy.
Comfort working in a customer-facing, public-service setting.
U.S. citizenship.
Ability to pass and keep a federal background investigation.

Nice To Haves

Fluency in English and Spanish in a professional setting (optional).
Experience supporting a federal, state or local government agency, particularly in law enforcement or immigration operations.
Experience with budget tracking, travel coordination or program management support.
Experience training, mentoring or coordinating the work of other staff.
Strong organizational, analytical and time-management skills.
Clear, professional written and verbal communication.
A high level of discretion, professionalism and attention to detail.

Responsibilities

Coordinate the daily work of the onsite Administrative Specialist team; assign and balance tasks, monitor workload, and adjust coverage across shifts to meet office needs.
Train and mentor new and current specialists on procedures, systems and confidentiality requirements.
Review completed work for accuracy and completeness, and correct problems before they reach Government personnel.
Serve as the team’s main liaison with Government personnel and company program management; receive taskings, communicate priorities to the team, and raise issues for resolution.
Prepare, organize and maintain administrative records related to office processing, and file documents electronically according to established procedures.
Enter, validate and update information accurately in designated government systems, including individual records, status information and tracking details as directed by Government personnel.
Keep data complete, current and consistent, and flag discrepancies or missing information for resolution.
Monitor key data points and prepare recurring and ad hoc reports, trackers and summaries for office leadership; consolidate team inputs into accurate, timely products.
Schedule, check and track appointments, and ensure related paperwork and notices are prepared and filed on time.
Provide administrative and documentation support for office initiatives; identify and recommend process improvements based on workflow and data trends, and help implement approved changes across the team.
Support taskings, data calls, travel authorizations and itineraries, and other communications initiatives as defined by the Government.
Help track budgets, expenditures and related reporting.
Maintain organized physical and electronic files and ensure the team follows applicable confidentiality, privacy and records-handling requirements.
Assist individuals reporting to the office with professionalism and courtesy, and provide general clerical support to Government personnel as directed.