Administrative Specialist – Onsite (San Francisco, CA)

Universal Strategic Advisors LLC; San Francisco (CA); On-site; USD 82,656,000 - 86,789,000; Full time

Benefits offered by this job

Health and wellness benefits

Paid time off

Paid federal holidays

Job summary

Universal Strategic Advisors LLC (US Advisors) is seeking an Administrative Specialist to provide onsite administrative, data and program support to ICE in the San Francisco area. The role requires strong organization, confidentiality and multi-tasking across duties.

The successful candidate will handle documentation, data entry, reporting, scheduling and program support, with a preference for bilingual English/Spanish and compliance with federal background checks; U.S. citizenship is required.

Qualifications

• Bachelor’s degree from an accredited institution.
• At least three years of professional administrative support or related experience.
• Proficiency with Microsoft Office and data handling in Excel.
• Accurate data entry, maintenance and reporting.
• Customer-facing service experience in a public setting.
• U.S. citizenship.
• Ability to pass a federal background investigation.

Responsibilities

• Prepare, organize and maintain administrative records and electronic files.
• Enter, validate and update information in government systems with accuracy.
• Monitor data points and prepare reports, trackers and summaries.
• Schedule and track appointments and ensure related paperwork is filed.
• Support office initiatives and suggest process improvements.
• Assist with communications, data calls, travel authorizations and itineraries.
• Track budgets and related reporting; ensure confidentiality and compliance.
• Provide front-office support and general clerical assistance.

Skills

Data entry

Data management

Administrative support

Scheduling

Bilingual English/Spanish

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Administrative Specialist – Onsite – [San Francisco, CA]

Company

Universal Strategic Advisors LLC (US Advisors) is a small business consulting firm. We specialize in government administration, technology implementation, law enforcement operations, homeland security, immigration operations, border security and compliance. We give our federal clients deep subject-matter expertise and a trusted network so they can meet mission demands while managing risk.

Position Summary

US Advisors is hiring a highly organized, detail-oriented Administrative Specialist to provide onsite administrative, data and program support to U.S. Immigration and Customs Enforcement (ICE) within the San Francisco Area of Responsibility (AOR). The Administrative Specialist supports office operations and the processes for individuals in ICE custody and individuals reporting to ICE offices. The work includes documentation, data management, reporting and general administrative support for agency personnel. The ideal candidate is bilingual in English and Spanish, analytical and dependable, and able to manage several priorities at once while maintaining strict confidentiality.

Responsibilities

• Administrative documentation: Prepare, organize and maintain administrative records related to office processing, and file documents electronically following established procedures.
• Data entry and data management: Enter, validate and update information accurately in designated government systems, and keep data complete, current, and consistent flagging discrepancies or missing information for resolution..
• Data reporting: Monitor key data points and prepare recurring and ad hoc reports, trackers and summaries for office leadership.
• Appointment scheduling and tracking: Schedule, check and track appointments, and see that the related paperwork and notices are prepared and filed on time.
• Program management support: Provide administrative and documentation support for office initiatives, and recommend process improvements based on observed workflow and data trends.
• Communications and taskings support: Support taskings, data calls, travel authorizations and itineraries, and other communications initiatives as defined by supervisors.
• Budget support: Help track budgets, expenditures and related reporting.
• Document control and compliance: Maintain organized physical and electronic files, and follow all applicable confidentiality, privacy and records-handling requirements.
• Front-office and clerical support: Assist individuals reporting to the office with professionalism and courtesy, and give general clerical support to ICE personnel as directed.

Required Qualifications

• Bachelor’s degree from an accredited institution.
• At least three years of professional experience in administrative support, data management, program support or a related field.
• Proficiency in Microsoft Office (Word, Excel, Outlook, 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.

Preferred Qualifications

• Fluent 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.

Work Schedule and Location

• This position is fully onsite at the ICE office in the greater San Francisco metropolitan area.
• The role follows a shift schedule requiring at least 40 hours of work per week between 7:00 AM and 7:00 PM local time, including weekends and holidays.

Background Investigation

Each offer is contingent on passing a federal background investigation, which includes a criminal history check and verification of employment history, education and other information the agency requires. Passing the investigation is a condition of employment.

Compensation

• $29.00per hour

Benefits

• Health and wellness benefits for eligible employees
• Paid time off for sick leave and vacation
• Paid federal holidays

Equal Opportunity Employer

US Advisors is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any other characteristic protected by law.