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DeltaStrac LLC · 1 week ago

Administrative Assistant - Contingent

Boston, MA

Full-time

Onsite

New Grad, Entry Level

$28.37/hr - $28.37/hr

DeltaStrac LLC is seeking an Administrative Assistant to support the DHS/FPS Regional Offices. The role involves screening calls and visitors, providing information to the public, maintaining records, and coordinating with various divisions to ensure efficient operations.

ConsultingStaffing Agency

Responsibilities

Screens calls and visitors to the DHS/FPS Regional Offices for the Director (RD) and Deputy Regional Director’s (DRD) office; Chief, Missions Support Branch (CMSB); Chief Risk Management Branch (CRMB); District Commanders (DC); Area Commanders (AC) as assigned; and the Chief, Threat Management Branch (CTMB) referring to staff members and forwarding to the divisions only those calls or visitors requiring the supervisor’s attention. Personally, handles many requests for information

On visits made to the RD/DRD/CMSB/CRMB/DC/CTMB office by other agency officials, Central office officials, and other Regional Directors, assists them in placing telephone calls, receives visitors and performs other duties as requested by them

Provides timely and accurate responses to a variety of inquiries by helping the public identify and understand program services, information sources, and procedures for all divisions within the Federal Protective Service of the Department of Homeland Security Region One. Advises inquirers about the applicability, responsibilities and operations of the various divisions

Responds to inquiries by clarifying inquirer’s needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving. Determines what divisions can best assist when additional help is necessary, contacting offices to discuss inquiries and develop answers. As needed, obtain pertinent information from reference materials. As appropriate, when all personal resources have been exhausted, locates experts in other regions’ central offices to whom inquirers can be referred for supplemental assistance

Consults with division supervisors, deputy director, and/or divisional personnel to develop answers to specific inquiries and to garner new information about FPS programs, procedures and responsibilities

Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters. Distributes incoming mail to appropriate personnel at the Regional and remote FPS Offices

Creates, copies, edits, calculates, revises, retrieves, stores and prints a wide range of documents in final form (e.g. correspondence, reports, graphs, calendar, statistics, mailing labels, tables, etc.). To produce these documents, the staff must be familiar with various Microsoft Office programs

Receives customer agency requests for additional services and edits required request form based on information received. Forwards completed request to appropriate individual to ensure requirements are met

Reviews, corrects and validates federal employee time and attendance as a designated Timekeeper in electronic timekeeping system. Coordinates with central Human Capital Office to effect corrections to federal employee leave and pay status. Maintains time and attendance records for all regional federal employees in accordance with records keeping policies and procedures. Tracks overtime usage for Budget Officer to ensure fiscal oversight of regional funds. Works with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures

Assists the Protective Security Officer Program Manager by receiving all requests for Temporary Additional Services and preparing submittal sheet for Contracting Officer’s Technical Representative

Liaises with GSA and other government agencies to locate and schedule the use of joint training and conference rooms on an as needed basis in support of the senior staff

Liaises with the facility maintenance company for any FPS office space issues requiring technical service to include HVAC, telephone, and lighting needs

Manages the secure access control system for all FPS office spaces at the O’Neill Federal Building or Burlington Federal Building. Issues FOBs and PINs to those federal employees and visitors requiring access as needed and ensures access is removed for individuals who are no longer required

Qualification

Microsoft OfficeTimekeepingCustomer serviceRecord managementCommunication skills

Required

Screens calls and visitors to the DHS/FPS Regional Offices for the Director (RD) and Deputy Regional Director's (DRD) office; Chief, Missions Support Branch (CMSB); Chief Risk Management Branch (CRMB); District Commanders (DC); Area Commanders (AC) as assigned; and the Chief, Threat Management Branch (CTMB) referring to staff members and forwarding to the divisions only those calls or visitors requiring the supervisor's attention

Personally, handles many requests for information

Advises inquirers about the applicability, responsibilities and operations of the various divisions

Responds to inquiries by clarifying inquirer's needs through questions and comments designed to develop necessary facts and by developing responses/solutions based on own knowledge of government and experience problem solving

Determines what divisions can best assist when additional help is necessary, contacting offices to discuss inquiries and develop answers

As needed, obtain pertinent information from reference materials

As appropriate, when all personal resources have been exhausted, locates experts in other regions' central offices to whom inquirers can be referred for supplemental assistance

Establishes and maintains records and files for control and flow of correspondence pertaining to all FPS matters

Distributes incoming mail to appropriate personnel at the Regional and remote FPS Offices

To produce these documents, the staff must be familiar with various Microsoft Office programs

Receives customer agency requests for additional services and edits required request form based on information received

Forwards completed request to appropriate individual to ensure requirements are met

Reviews, corrects and validates federal employee time and attendance as a designated Timekeeper in electronic timekeeping system

Coordinates with central Human Capital Office to effect corrections to federal employee leave and pay status

Maintains time and attendance records for all regional federal employees in accordance with records keeping policies and procedures

Tracks overtime usage for Budget Officer to ensure fiscal oversight of regional funds

Works with sensitive personal information and must be responsible for safeguarding all information in accordance with standing policies and procedures

Assists the Protective Security Officer Program Manager by receiving all requests for Temporary Additional Services and preparing submittal sheet for Contracting Officer's Technical Representative

Liaises with GSA and other government agencies to locate and schedule the use of joint training and conference rooms on an as needed basis in support of the senior staff

Liaises with the facility maintenance company for any FPS office space issues requiring technical service to include HVAC, telephone, and lighting needs

Manages the secure access control system for all FPS office spaces at the O'Neill Federal Building or Burlington Federal Building

Issues FOBs and PINs to those federal employees and visitors requiring access as needed and ensures access is removed for individuals who are no longer required