Administrative Specialist II – Onsite, Oak, NY

Universal Strategic Advisors LLC; Shrub Oak (NY); On-site; USD 32,959 - 46,941; Full time

Benefits offered by this job

Health & Medical Insurance

401(k) Plan

Paid Time Off (PTO)

Paid Federal Holidays

Job summary

An established industry player is seeking a detail-oriented Administrative Specialist II to support daily operations in a dynamic environment. This full-time role involves providing administrative and clerical support, engaging with clients in both English and Spanish, and ensuring compliance with regulations. Ideal candidates will excel in multitasking and possess strong organizational skills. Join a team dedicated to navigating complex challenges and making a significant impact in government administration and technology implementation. If you thrive in a fast-paced setting and are passionate about helping others, this opportunity is perfect for you.

Qualifications

• 2+ years experience in administrative or clerical roles required.
• Proficiency in Microsoft Office Suite is essential.

Responsibilities

• Prepare and manage administrative records related to immigration.
• Provide clerical support and maintain confidentiality in all tasks.

Skills

Bilingual English/Spanish

Organizational Skills

Time Management

Customer Service

Data Entry

Education

High School diploma or GED

Associates degree or higher

Tools

Microsoft Office Suite

Microsoft Word

Microsoft Excel

Job description

Administrative Specialist II – Onsite, Oak, NY

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Company
Universal Strategic Advisors LLC (US Advisors) is a small business consulting practice specializing in domestic and international government administration, technology implementation & application, law enforcement operations, homeland security solutions, immigration strategy and operations, border security, and compliance. US Advisors brings proven expertise and a trusted insider network to help our clients solve their toughest challenges while managing risk. We acknowledge that change is accelerating. None of us can afford to think just two steps ahead; every decision we make today impacts our ability to safeguard, evolve, grow, and thrive. Our practice is rooted in deep expertise leading organizations through transformation and building operational, analytical, and technological strategies to meet mission demands.

Job Description
US Advisors is seeking a highly organized and detail-oriented Administrative Specialist II to support daily administrative operations. This full-time role will provide administrative and clerical support to DHS Immigration and Customs Enforcement (ICE). The Administrative Specialist will be engaging aliens who appear at ICE offices. The ideal candidate is bilingual English/Spanish, proactive, efficient, adaptable, and capable of managing multiple administrative responsibilities while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Administrative Documentation: Prepare, maintain, and manage administrative records related to processing. Electronically file documents related to immigration cases.
• Data Entry & Record Management: Accurately enter and update relevant information in designated systems while maintaining confidentiality.
• Document Control & Compliance: Maintain organized records, files, and documentation, ensuring confidentiality and adherence to regulations.
• Intake & Property Management: Process and document the intake of aliens, ensuring accurate tracking and secure storage of personal property throughout the process.
• Appointment & Case Tracking: Monitor and verify scheduled appointments, ensuring timely filing of required immigration paperwork and notices.
• Case Status Monitoring: Ensure all immigration case statuses and outcomes are accurately updated and recorded.
• Administrative Support: Provide clerical and administrative assistance to agents and agency personnel as needed.
• Bilingual Communication: Communicate effectively in Spanish to support alien interactions and assist in translation as needed.

Required Qualifications:

• High School diploma, GED or equivalent completed.
• 2 or more years of proven experience in an administrative, clerical or office support role.
• Experience working with Microsoft Word and Excel.
• High-comfort level working in a customer service facing position.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or other relevant software.
• U.S. Citizenship required.

Preferred Qualifications:

• Associates degree or higher.
• Fluent in English and Spanish in a working environment.
• Excellent organizational and time-management skills.
• Professional written and verbal communication skills.
• Ability to multitask and prioritize tasks efficiently.
• High level of discretion, professionalism, and attention to detail.

Additional Information:

• Work mode is fully onsite at work/office location. You will be expected to report to your assigned location Monday to Sunday and work five 8-hour shifts within the business hours of 7:00 AM to 7:00 PM local time.
• Offer is contingent on candidates passing a thorough background check for federal employment. This position requires a background investigation, including a criminal history check, as part of the employment process. Successful completion of this background investigation is a condition of employment. The background investigation will include verification of employment history, education, and other relevant information as determined by the agency.

Benefits:

• Health & Medical Insurance: Eligibility for employer-sponsored health, dental, and discounted vision coverage.
• 401(k) Plan: Eligibility after one full year of employment, with enrollment available at the beginning of each calendar year.
• Paid Time Off (PTO): Ten (10) days annually, including sick leave, accrued over time.
• Federal Holidays: Ten (10) paid Federal holidays, details to be provided during training/orientation.

Compensation:

• Hourly Compensation up to $29.00/hr.

Equal Opportunity Employer:
US Advisors is committed to fostering a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or veteran status.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Business Consulting and Services