Secretary I

SGI Global, LLC; Falls Church (VA); On-site; USD 40,000 - 52,000; Full time

Job summary

SGI Global, LLC in Falls Church, Virginia, is seeking a Secretary I to support the U.S. Fish and Wildlife Service, International Affairs Program, Division of Management Authority.

The role involves processing permit applications in e-Permits, data entry, auditing, and records management to support CITES reporting and permitting obligations. The position requires strong attention to detail, data accuracy, and experience with Microsoft 365.

Qualifications

• Experience with data entry and records management in a busy environment.
• Ability to handle sensitive information with discretion and privacy compliance.
• Strong attention to detail and accuracy in repetitive tasks.
• Proficient use of Microsoft 365 applications and standard office software.
• Effective communication with colleagues and customers in writing and on the phone.
• Experience navigating electronic government systems and databases.

Responsibilities

• Process incoming mail and enter permit applications into e-Permits system.
• Update tracking logs and submit checks to COR or supervisor.
• Conduct quality checks on data and respond to permit inquiries.
• Track and store used CITES permits; maintain records retention.
• Provide general customer service and schedule meetings.
• Take meeting notes and distribute summaries.

Skills

Data entry

Microsoft 365

Customer service

Records management

Attention to detail

Privacy compliance

Problem solving

Communication

Tools

ePermits system

CITES Trade Database

Job description

SGI Global is seeking a Secretary I to support the U.S. Fish and Wildlife Service (FWS), International Affairs Program (IA), Division of Management Authority (DMA) in Falls Church, Virginia. The Secretary will provide administrative services, including permit processing support, data entry, auditing, records management, and customer service support to facilitate the United States' CITES treaty reporting and permitting obligations. These services require knowledge of office administrative practices, database entry and tracking processes, records retention requirements, and the ability to manage high volumes of applications, trade data, and correspondence accurately and efficiently.

*Position is contingent upon award*

Job Duties

• Processes the incoming mail by entering the permit applications accurately and in a timely manner within the government's e-Permits system (e.g., sort, review the proposed activities relative to procedural, enter data into the tracking system, code the permit applications, ensure accuracy of the data entered while using the proper naming scheme on the documents). Updates the mailing tracking log and submit the incoming checks to the COR personnel or the supervisor.
• Undertakes regular consultations with the Government-staffed Team Leader on progress made on clone application processing.
• Utilizes the government's CITES Trade Database to sort, enter and track data accurately and efficiently.
• Tracks, organizes and stores used CITES permits as they are received in the mail and during the data entry and quality-control processes.
• Conducts quality checks on data entered from paper application permits; keeps track of large quantities of facts, data, information, and paperwork; responds to permit inquiries; scans and files documents; answers phones; prints and mails permits; and performs other administrative tasks as needed.
• Assist in the inventory of archive files by electing the records that are of retention age and catalog them, update the spreadsheet as needed in order to get those records destroyed.
• Sit in on system update trainings to stay knowledgably of the changes within the ePermits system.
• Maintain and update the Big Cat Registration log and save the incoming documents in the correct folder within the shared drive while storing the hard paper registration in the proper file cabinet
• Providing general customer service type functions, answering phones, responding to emails from the public providing general information, answering permit status inquiries, scheduling meetings
• Taking meeting notes and distributing notes following meetings

Qualifications:

• Skill in resolving problems and issues, and in dealing with people in a tactful and personable manner, both on the phone, in writing and in person.
• Attention to detail.
• Experience in quality control and assurance.
• Skill in navigating and working in electronic systems.
• Public trust security clearance.
• Ability to adhere to privacy act and records retention requirements.
• Ability to learn and comply with ePermits procedures for entry and retrieval of data regarding permits and licenses.
• Ability to search records or guidelines.
• Skill in database entry and extraction, record keeping and tracking, and communication logs.
• Ability to maintain computer records, to conduct computer searches, and print computer reports.
• Skill in dealing with wide range of people in a polite and tactful manner.
• Ability to perform repetitive tasks and manage high volume workload.
• Data entry experience.
• Ability to do repetitive tasks with focus and minimal errors.
• Competency with Microsoft 365 applications (e.g. Word, Excel, PowerPoint, Outlook, OneDrive, and Microsoft Teams) and creating, organizing, analyzing, and presenting data.

SGI Global provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.