Office Support Specialist

Company : Kmrg

Job Description - Office Support Specialist

ROLE
We are seeking an Office Support Specialist to support the U.S. Fish and Wildlife Service (FWS), Division of Management Authority (DMA), in Falls Church, VA. In this role, you will provide administrative, data entry, and customer support that ensures the timely processing of permits, accurate reporting, and effective coordination with agency staff.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES
I. Permit Processing & Data Entry

Process permit applications to support timely review and customer service
Enter application and permit data into ePermits accurately and on time
Apply naming, coding, and data entry standards within ePermits
Review hard copy applications for completeness and audit entries for accuracy
Correct data entry errors using judgment and established procedures
Update application status and tracking records in ePermits and related systems
Use Convention on International Trade in Endangered Species (CITES) Trade Database to sort, enter & track trade data
Support permit and trade data reporting by compiling and validating required information

II. Mail Handling & Records Management

Receive, date stamp, scan, upload, photocopy, sort, and route incoming mail
Route incoming payments/checks to the designated Government point of contact or supervisor per procedures
Log mail accurately in Excel spreadsheets
Maintain accurate paper and electronic records
Digitize and file paper records into the appropriate system
Draft and mail form letters as required
Print and mail permits on security paper as directed
Assist with archive file inventories, retention tracking, spreadsheet updates & disposal preparation
Maintain and update the Big Cat Registration log to ensure documents are stored in the correct folders and file cabinets

III. Administrative Support & Office Tasks

Organize, monitor, and track individual application workload
Plan work independently, resolve problems, and carry out successive steps of assignments
Meet strict deadlines while tracking large volumes of facts, figures, and paperwork
Use systems to enter, track, manage, and compile data efficiently
Apply automation software to support mail and data processing tasks
Follow established administrative and clerical practices and procedures
Process multiple forms and requests used in office support tasks
Use Microsoft 365 applications for documentation and recordkeeping
Respond to permit inquiries and answer incoming phone calls from applicants or the public
Participate in system update trainings to remain knowledgeable of ePermits changes
Take meeting notes and distribute summaries to stakeholders as directed

IV. Team Collaboration & Professional Conduct

Consult regularly with the Government-staffed Team Leader on application processing
Collaborate with others to complete work products and coordinate with involved parties
Recommend solutions to the Team Leader or CITES Policy Specialist when challenges arise
Demonstrate interpersonal skills and a professional demeanor in all interactions
Respect team members, consider differing views, and support collective decisions
Help maintain a cordial and positive office atmosphere

REQUIRED EXPERIENCE

Minimum 3 years in administrative/data entry roles performing tasks such as mail processing, data entry, quality control, scanning, filing, and customer service

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

Must speak, read, and write English fluently
Skill in resolving problems and dealing with people tactfully (phone, writing, in person)
Skill in navigating and working in electronic systems
Skill with Microsoft 365 (Word, Excel, PowerPoint, Outlook, OneDrive, Teams)
Skill in database entry, extraction, record keeping, tracking, and logs
Ability to adhere to Privacy Act and records retention requirements
Ability to learn and comply with ePermits procedures
Ability to search records and guidelines
Ability to maintain computer records, conduct searches, and print reports
Ability to perform repetitive tasks and manage high-volume workload
Strong attention to detail and organizational skills

EDUCATION

High school diploma or equivalent required
Undergraduate degree preferred

LOCATION

Falls Church, VA 22041

TELEWORK

Not eligible for telework

CLEARANCE

U.S. citizenship is required as it supports the U.S. federal government
Ability to obtain and maintain a Public Trust security clearance

CLIENT

U.S. Department of the Interior (DOI)

TRAVEL

Travel not required

WORK HOURS

Full-time, 40 hours per week, Monday–Friday

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

******************

KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

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Office Support Specialist

Job Description - Office Support Specialist

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