Administrative Specialist – Onsite; Los Angeles, CA)

Universal Strategic Advisors LLC (US Advisors) is a small business consulting firm. We specialize in government administration, technology implementation, law enforcement operations, homeland security, immigration operations, border security and compliance. We give our federal clients deep subject-matter expertise and a trusted network so they can meet mission demands while managing risk.

US Advisors is hiring a highly organized, detail-oriented Administrative Specialist to provide onsite administrative, data and program support to U.S. Immigration and Customs Enforcement (ICE) within the Los Angeles
Area of Responsibility (AOR). The Administrative Specialist supports office operations and the processes for individuals in ICE custody and individuals reporting to ICE offices. The work includes documentation, data management, reporting and general administrative support for agency personnel. The ideal candidate is bilingual in English and Spanish, analytical and dependable, and able to manage several priorities at once while maintaining strict confidentiality.

• Administrative documentation: Prepare, organize and maintain administrative records related to office processing, and file documents electronically following established procedures.
• Data entry and data management: Enter, validate and update information accurately in designated government systems, and keep data complete, current, and consistent flagging discrepancies or missing information for resolution..
• Data reporting: Monitor key data points and prepare recurring and ad hoc reports, trackers and summaries for office leadership.
• Appointment scheduling and tracking: Schedule, check and track appointments, and see that the related paperwork and notices are prepared and filed on time.
• Program management support: Provide administrative and documentation support for office initiatives, and recommend process improvements based on observed workflow and data trends.
• Communications and taskings support: Support taskings, data calls, travel authorizations and itineraries, and other communications initiatives as defined by supervisors.
• Budget support: Help track budgets, expenditures and related reporting.
• Document control and compliance: Maintain organized physical and electronic files, and follow all applicable confidentiality, privacy and records-handling requirements.
• Front-office and clerical support: Assist individuals reporting to the office with professionalism and courtesy, and give general clerical support to ICE personnel as directed.

• Bachelor’s degree from an accredited institution.
• At least three years of professional experience in administrative support, data management, program support or a related field.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), including working with data in Excel, and comfort learning new software systems.
• Experience entering, maintaining and reporting data with a high degree of accuracy.
• Comfort working in a customer-facing, public-service setting.
• U.S. citizenship.
• Ability to pass and keep a federal background investigation.

• Fluent in English and Spanish in a professional setting (optional).
• Experience supporting a federal, state or local government agency, particularly in law enforcement or immigration operations.
• Experience with budget tracking, travel coordination or program management support.
• Experience training, mentoring or coordinating the work of other staff.
• Strong organizational, analytical and time-management skills.
• Clear, professional written and verbal communication.
• A high level of discretion, professionalism and attention to detail.