Administrative Support

The administrative associate will support the OFS’s Intake Service Branch. The Intake Service Branch, each month, receives approximately 1,500 pieces of mail, docks approximately 450-600 new appeals, and issues approximately the same amount of decisions. The contractor personnel will perform a full range of administrative support duties for OFS. The administrative associate must have a minimum of three (3) years of experience providing administrative support as an EEO records clerk for a federal agency. As part of the three years of experience, the contractor must possess a solid understanding of the principles of EEO complaint documentation and EEO record‑keeping materials. This working knowledge can be acquired through practical experience gained in roles like an administrative support specialist or records clerk within a federal agency that handles EEO‑related materials. Such experience should include familiarity with key EEO processes, terminology, and documentation requirements, ensuring the contractor can accurately manage, organize, and reference EEO records in compliance with federal regulations. Tasks to be performed Receive and open approximately 1,500 incoming correspondences monthly, date‑stamp each envelope, photocopy the envelope, and associate the photocopied envelope with the contents of the envelope. Prepare documents for scanning by removing staples, paperclips, etc., and repairing torn pages. Operate high‑speed scanners. Review the document and identify the appropriate scanning location for documents. Perform quality control on scanned documents to ensure readability and clarity. File hardcopy documents into the appropriate EEO appellate file jackets that are stored in numerical order in the Control Unit. Mail approximately 1,000 new appeal acknowledgement letters monthly. Process approximately 400 to 600 OFS decisions monthly by retrieving from the designated digital folder the final version of the appellate decision provided by attorneys. After an Intake Service Branch employee inserts the Office Director's digital signature and dates the decision using established business rules, the contractor must print and then convert the resulting signed/dated decision to Adobe PDF format. The contractor also must delete and extract certain parts of the PDF appellate decision and save components of the decision per office requirements in the office digital repository. The contractor must make enough copies of the decision to insert a copy in each of the government‑supplied envelopes that have a pre‑printed address for mailing by a Control Unit employee. Help in preparing and boxing “closed” appellate file jackets for transfer to the Federal Records Center. #J-18808-Ljbffr