Adjudication Administrative Assistant

Your future duties and responsibilities

• Answer incoming calls (internal and external) in an office
• Organize, type, collate, and file sensitive material
• Take and distribute meeting minutes as needed
• Maintain adjudication schedules
• Generate reports at scheduled intervals: daily, weekly, bi-weekly, etc.
• Generate ATS Audit Reports
• Error Rates Report
• 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
• Distribute Adjudication Schedules
• Assist with organizing online trainings
• Aid with data entry and mailing
• Ship undeliverable over 90 Day, damaged and mutilated Products ITP Entry Incident Tracking Program entries
• Maintain adjudication critical supplies

Required Qualifications

• To Be Successful In This Role 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
• High School diploma (2 year college degree preferred)
• Demonstrated experience with document management, preferably for a legal department or other office
• 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
• 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