Adjudication Administrative Assistant

Adjudication Administrative Assistant

At the direction of the Agency and/or Center Adjudication Manager, perform a variety of administrative and secretarial functions for the DOS/Adjudication/Customer Service/FPM Management Staff. Maintain all office functions associated with meeting the needs of the Adjudication office including incoming calls, correspondence and faxes. Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required. This position is located in Minneapolis, MN.

Under the guidance of the onsite Government management team, the Adjudication Administrative Assistant shall perform a variety of administrative and secretarial functions for the Adjudication/Customer Service and/or Fraud Manager. The Adjudication Administrative Assistant is responsible for coordinating the large volume of information coming into the office to insure formats and deadlines are being met (i.e. schedules, memoranda, briefing papers, taskers, etc.).

The Adjudication Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and at a minimum, shall perform the following functions:
Answer incoming calls (internal and external) in an office. Organize, type, collate, and file sensitive material. Take and distribute meeting minutes as needed. Monitor Inbox holds daily. Maintain adjudication schedules. Generate reports at scheduled intervals: daily, weekly, bi weekly, etc., including: ATS Audit Reports. Error Rates Report. Generate Age Analysis report. Photocopy cases for Adjudication Manager and Supervisors. Record all completed trainings for passport specialists/supervisory passport specialists, including both core requirements and miscellaneous courses.

Draft schedules. Maintain Adjudication Sign In Sheets. Update Projected and Actual Overtime in the Overtime Log from the Overtime binder. Update and distribute Adjudication Schedules. Assist with organizing online trainings. Assist with data entry and mailing. Ship undeliverable over 90 Day, damaged and mutilated Products. ITP Entry Incident Tracking Program entries. Maintain adjudication critical supplies.

Must meet all qualifications requirements of the Administrative Assistant Level I. Ability to accurately manage tasks and assignments. Strong organizational skills, time management, and attention to detail. Ability to disseminate information and/or requests to all office personnel and compile responses. Ability to adapt to changes in procedures and assignments. Ability to establish working relationships at all organizational levels. HS diploma (2 year college degree preferred) and;
Demonstrated experience with document management, preferably for a legal department or other office, and;
Two (2) years of experience as an Administrative Assistant in an office environment, including;
One (1) year of experience supporting at an executive level;
Four (4) years of experience using a variety of office software, specifically:
Microsoft (MS) Word, MS Excel, MS PowerPoint, MS Publisher, and MS Outlook, and;
Demonstrated ability to prioritize and organize simultaneous work flow duties Desired qualifications/non essential skills required: A basic knowledge of the current TDIS computer system, ability to determine quality and correctness of prepared Passports and maintain issued applications in an orderly and traceable fashion. Knowledge and understanding of the laws, rules and regulations pertaining to eligibility for and issuance of a U.S. Passport.