Operations Support Specialist

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 programs 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 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.
• Works closely with the program manager and chief maintain productivity metrics and case referral progression using Microsoft Excel ensuring case documentation is complete

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.

All the best

Alethea Cruz

Program Director

All Native Group

Cell:

From: Linda Malcolm <>
Sent: Wednesday September:34 PM
To: Alethea Cruz <>
Subject:

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 programs 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 Associates or Bachelors Degree

Additional Eligibility Qualifications

• None

Compensation and Benefits:

The expected compensation range for this position is $78000.00-$84000.00 per year (annualized hourly rate of pay). We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link: 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.

Required Experience:

IC