Operations Support Specialist - Washington DC

VetJobs; Washington (District of Columbia); On-site; USD 65,000 - 90,000; Full time

Job summary

All Native Group is seeking an Operations Support Specialist to provide administrative support to the Bureau of Medicine. The role involves handling office management, record keeping, and staff onboarding to ensure smooth program operations in a demanding environment.

Applicants should have at least 2 years of related experience, a high school diploma or equivalent (or higher), and be eligible for a SECRET security clearance.

Qualifications

• Written, verbal, and interpersonal communication skills are essential.
• Experience with administrative support and office management is required.
• Ability to manage schedules, travel, and onboarding processes for staff.

Responsibilities

• Communicates via various channels clearly and professionally to staff and customers.
• Manages office operations: inventory, work orders, onboarding, staff travel, and calendars.
• Oversees information management: paper-to-digital records and organized filing system.
• Tracks productivity metrics and case referrals using Excel.
• Collects and compiles budget information and interfaces with vendors for quotes and invoices.

Skills

Written communication

Education

High School diploma or equivalent

Associate’s or Bachelor’s Degree

Tools

Microsoft Office

Excel

PowerPoint

Job description

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers.

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 program’s 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.

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.

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.
• 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.

Required Skills

• 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.
• 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.

Additional Qualifications/Responsibilities

• 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.
• Possesses an Associate’s or Bachelor’s Degree.

Additional Eligibility Qualifications

None

Security Clearance

• Must possess or be able to obtain/maintain a SECRET security clearance.
• Requires a Top Secret security clearance.

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

Location

City: Washington
State: District of Columbia

Job Details

Job Category: Operations
Job Code: Operations_ Specialist

Affiliate Sponsor

All Native

Auto req ID

480775BR