Operations Support Specialist

Ho-Chunk•Washington, DC

1d•Onsite

About The Position

All Native Group, a division of Ho-Chunk, Incorporated, 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. 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. 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.

Requirements

Necessary knowledge, skills, education, and/or professional experience equivalent to at least 2 years of work experience
High School diploma or equivalent
A minimum of 2 years of experience supporting similar administrative or operational activities
A security clearance at the SECRET level
Requires a Top Secret security clearance
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

Nice To Haves

Possesses an Associate’s or Bachelor’s Degree

Responsibilities

Communicates via a variety of means in a grammatically correct, concise, clear manner: correspondence: e-mails, memorandums, via PowerPoint, etc.
Interacts with customers one on one, in person or remotely
Briefings: Able to update on current program issues
Draft reports or issue summaries
Maintains inventory of office supplies, materials, psychological testing materials, and services and identifies emerging needs
Generates and tracks work orders
On behalf of staff, submits and tracks IT service center requests from initiation to resolution
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
Manages staff travel in E2
Maintains a program office calendar to schedule and track actions, deadlines, leave
Drafts requests for new diplomatic passports for staff
Oversees the transition of paper records to scanned electronic records
Maintains an organized electronic document filing system that is accessible to those with a need to know and is compliant with security requirements
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