Information Support Specialist

FM Talent; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

FM Talent is seeking a detail-oriented Information Specialist to assist in collecting and analyzing data and maintaining information systems. The role involves data entry, updating databases, and generating timely reports for the Regional Office.

The ideal candidate will have a Bachelor's degree, at least three years of administrative support experience, and strong proficiency in MS Office and Smartsheet. Ability to work independently and meet deadlines is essential.

Qualifications

• Bachelor's degree required or equivalent professional experience.
• Minimum 3 years of admin support experience on projects/contracts.
• Experience aggregating data and producing reports from multiple sources.
• Advanced proficiency in Microsoft Office Suite and Smartsheet.
• Proven ability to meet tight deadlines and manage multiple tasks.
• Experience handling personnel records, travel arrangements, and correspondence.

Responsibilities

• Assist with data entry and management for federal government management information systems.
• Maintain up-to-date data in databases, spreadsheets and mail-merge lists.
• Prepare and maintain templates and recipient funding/enrollment data.
• Design and produce management information reports on request.
• Create and update documentation, training materials and procedures.
• Take notes during meetings and support staff as needed.

Skills

Data entry

Data management

Report generation

MS Office

Communication

Independent work

Deadline-driven

Education

Bachelor's degree from accredited college or university

Tools

Smartsheet

Microsoft Access

Word

PowerPoint

Job description

FM Talent Source is an enterprise that provides business and workforce solutions to help organizations nationwide overcome business challenges. Our clients include federal, state and local government agencies, Fortune 500 Companies, and non-profit organizations. Founded in 2004, we have a strong history of providing recruitment strategies and utilizing effective project and quality management methodologies to ensure our clients’ success.

Information Specialists assist in collecting and analyzing data and maintain information technology applications and systems. This position will collect, aggregate, enter and update data maintained in databases, spreadsheets, and internet-based applications.

Essential Duties and Responsibilities

• Assist with data entry and management for existing federal government management information systems.
• Ensure timely entry and maintenance of data contained in existing management information systems to reflect any changes in key contact and characteristic data of recipients, including contact information, grant application cycles, changes in funding and enrollment levels, changes in reporting due dates, receipt status of reports, Program and Grants Specialists assignments, and other key data as identified by the Regional Office.
• Prepare and maintain standardized funding guidance letter templates and accurate recipient funding and enrollment and key contact information in mail merge databases in order to generate timely and accurate recipient funding guidance letters in accordance with identified timelines.
• Develop and maintain systems to ensure accurate key contact information for electronic mail (email) distribution lists, including the development of standard and customized email lists.
• Design and produce management information reports and generate reports on a periodic, cyclical, or ad hoc basis as requested by the Office.
• Develop written documentation including analytical reports, work plans and procedures to strengthen Regional Office information and records management systems such as written training materials; develop procedures to ensure effective implementation of modifications and improvements in information and records management systems, as needed on an ongoing basis.
• Provide expert support using Microsoft Office Suite, Smartsheet, and other data management systems to respond effectively to data management needs.
• Fill in the data and route to all staff the existing monthly dashboard reports as needed.
• Assist staff to maintain official grant files in accordance with the Grants Administration Manual (GAM) for new and continuation discretionary grant awards for the current operational year and all prior years until grants are closed out.
• Taking notes during meetings and other tasks as identified by the Office.
• Performs other duties of a similar nature and level as assigned.

Additional Requirements

• Previous government agency experience highly desired.
• He/she MUST have a clearance or be able to obtain a clearance. Public clearance can take 6-10 weeks.
• Advanced experience using MS Office, including Word, Excel, PowerPoint, and Access.
• Ability to work independently.
• Ability to work under and meet tight deadlines and deliverables.

Qualifications

• A minimum of a baccalaureate degree from accredited college or university, preferred
• A minimum of three years of experience providing administrative support to project and/or contract management team and staff
• Experience aggregating data and producing reports based on multiple data sources
• Demonstrated proficiency in Microsoft Office Suite, Smartsheet, or similar applications
• Experience with event/project coordination and planning handling personnel records, correspondence, travel arrangements, preferred
• Experience communicating, both orally and in writing, to various audiences; and,
• Demonstrated experience managing multiple tasks and ability to prioritize work

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law.