Job Description
Administrative Specialist – Onsite – [Los Angeles, CA]
Company
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.
Position Summary
US Advisors is hiring a highly organized, detail-oriented Senior 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 Senior Administrative Specialist supports office operations and the processes for individuals in ICE custody and individuals reporting to ICE offices. This role also serves as a team lead. The Senior Administrative Specialist coordinates the daily work of other Administrative Specialists, serves as the primary point of contact for ICE personnel, and keeps the team’s work accurate, timely and consistent. The ideal candidate is bilingual in English and Spanish, an experienced and dependable leader, and able to manage several priorities at once while maintaining strict confidentiality.
Responsibilities
- Team lead and coordination: Coordinate the daily work of the onsite Administrative Specialist team. Assign and balance tasks, monitor workload, and adjust coverage across shifts to meet office needs.
- Training and quality review: Train and mentor new and current specialists on procedures, systems and confidentiality requirements. Review completed work for accuracy and completeness, and correct problems before they reach Government personnel.
- Primary point of contact: Serve as the team’s main liaison with Government personnel and the Company's program management. Receive taskings, communicate priorities to the team, and raise issues for resolution.
- 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, including individual records, status information and tracking details as directed by Government personnel. Keep data complete, current and consistent, and flag 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. Consolidate team inputs into accurate, on-time products.
- 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. Identify and recommend process improvements based on workflow and data trends, and help put approved changes in place across the team.
- Communications and taskings support: Support taskings, data calls, travel authorizations and itineraries, and other communications initiatives as defined by the Government.
- Budget support: Help track budgets, expenditures and related reporting.
- Document control and compliance: Maintain organized physical and electronic files. Make sure the team follows 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 Government personnel as directed.
Required Qualifications
- Bachelor’s degree from an accredited institution.
- At least ten 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.
Preferred Qualifications
- 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.
Work Schedule and Location
- This position is fully onsite at the ICE office in the greater Los Angeles metropolitan area.
- The role follows a shift schedule requiring at least 40 hours of work per week between 7:00 AM and 7:00 PM local time, including weekends and holidays.
Background Investigation
Each offer is contingent on passing a federal background investigation, which includes a criminal history check and verification of employment history, education and other information the agency requires. Passing the investigation is a condition of employment.
Compensation
Benefits
- Health and wellness benefits for eligible employees
- Paid time off for sick leave and vacation
- Paid federal holidays
Equal Opportunity Employer
US Advisors is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any other characteristic protected by law.
