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CGI Technologies and Solutions, Inc. Administrative Assistant- DHS/ICE in Washington, District Of Columbia

Administrative Assistant- DHS/ICE

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Administrative Assistant- DHS/ICE

Category: Administration

City: Washington, District of Columbia, US United States

Position ID: J0921-0330

Employment Type: Full Time

Position Description:

CGI Federal is seeking an Administrative Assistant to support DHS ICE in Washington DC.

Your future duties and responsibilities:

The Administrative Assistant position within the U.S. Immigration and Customs Enforcement (ICE) Mail Management Program Office (MMPO) will perform the following tasks:

Participates in special studies with team members to aid to managers as well as assists in developing and evaluating policies in assigned program areas. Works with the Senior Management Analyst and management to gather reporting requirements, translate requirements into high quality automated reports, dashboards, and analyses using various technologies, including advanced Excel, MS Access, MS PowerPoint, MS Project, MS Visio, SharePoint and/or other analytical tools.

Provides services in support of ICE Official Mail Accounting System (OMAS) processes/transactions. Technical support for this requirement includes reviewing OMAS data for tracking purposes, providing recommendations for program effectiveness, maintaining spreadsheets of OMAS data, and drafting OMAS related reports. The contractor personnel shall become familiar with the OMAS system within 30 days of starting work at ICE.

Conducts initial fact-gathering, either individually or in conjunction with the Senior Management Analyst, as necessary. Reports findings to the Senior Management Analyst and/or the ICE Mail Manager, when necessary. Findings will form the basis of the decision-making process, as applicable.

Conducts routine and repetitive processes review as well as surveys and limited studies to resolve issues or operational problems. Such reviews, surveys and studies can result in potential process improvement/change management.

Assists the Senior Management Analyst in conducting various operations cost-versus-benefit analysis projects. Specifically, assists the Senior Management Analyst in conducting the quarterly assessorial charges analysis for the ICE program offices as well as other mail operations expense-related analyses, when necessary.

Assists the Senior Management Analyst in conducting regular quality assurance reviews of various services provided to the ICE Mail Manager and ICE MMPO. Reviews consists of analyzing the quality and overall accuracy of the process used to execute postage funding analyses.

Assists the Senior Management Analyst in preparing numerous ICE MMPO monthly mail-related reports (OMAS reconciliation report, Express Mail Analysis, SMART data rollup report, courier report and U.S. CIS monthly labor report), as necessary.

Assists the Senior Management Analyst in the development of ICE Mail Management Instructions and manuals reflecting current GSA/DHS policy and standards for the ICE Mail Manager to review. Additionally, regularly reviews and updates, as necessary, these Instructions and manuals.

Reviews the ICE Mail Management group mailbox and responds in a timely manner, as necessary, to all daily SendPro Online (SPO) account requests from ICE field locations. Specifically, answers all types of account requests (i.e., postage funding requests, adding a user requests, deleting a user requests and resetting a user’s password requests).

Reviews the ICE Mail Management group mailbox and responds in a timely manner to all daily SendPro Stamp requests from ICE field locations. Specifically, answers all types of SendPro Stamp requests (i.e., requests for additional SendPro Stamps and requests to secure the SendPro Stamp request form).

Reviews the ICE Mail Management group mailbox and responds in a timely manner to postage stamp requests from undercover operations at ICE field locations.

Reviews the ICE Copy Center group mailbox and responds in a timely manner, as necessary, to all daily copying and printing requests from ICE field locations and PCN. Specifically, processes and sends small and medium-sized copying or printing requests to the ICE Copy Center. Additionally, processes and forwards large and/or complex copying or printing requests to CBP for review and final action.

Scans and digitally files to the MMPO program folders on the ICE Shared Drive various archival records for potential future audit/reconciliation. Additionally, executes office filing of various paper records (i.e., SendPro Online (SPO) postage funding requests, SendPro Stamp requests, copying/printing requests, etc.) for potential future audit/reconciliation.

Maintains and updates various MMPO Microsoft Excel tracking spreadsheets (i.e., UPS, FedEx, SendPro Stamps, CBP and the ICE Copy Center).

Maintains and updates the ICE official mailstop spreadsheet, which includes all local ICE field locations situated within the NCR.

Receives and processes in a timely manner all daily ICE Inter-Office mailings from the PCN to local/NCR ICE field locations.

Receives and processes in a timely manner various Express Mail items for mailing from the PCN to ICE field locations.

Assists the Senior Management Analyst and/or the ICE Mail Manager, as necessary.

Required qualifications to be successful in this role:

Must have excellent knowledge of basic fact gathering, and research methodology.

Ability to communicate effectively orally and in writing using the English language and ability to read, interpret, and apply Federal policy, directives, and regulations.

Must have excellent written and interpersonal communications skills, and the ability to work independently and as a team member.

Must have experience with various software is essential, i.e., Windows, Adobe, MS Office Suite (Excel, Access, PowerPoint, and MS Word), SharePoint, MS Project, and Visio.

May be required to drive a government vehicle and is required to have a valid driver’s license.

Must be able to obtain DOJ MRPT and DHS clearance

Must be able to pass CGI Federal background investigation

What you can expect from us:

Build your career with us.

It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change—supporting our clients’ digital journeys and offering our professionals exciting career opportunities.

At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.

Be part of building one of the largest independent technology and business services firms in the world.

Learn more about CGI at www.cgi.com .

No unsolicited agency referrals please.

CGI is an equal opportunity employer.

Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, pregnancy, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

CGI provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job in the U.S., please email the CGI U.S. Employment Compliance mailbox at USEmploymentCompliance@cgi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned .

We make it easy to translate military experience and skills! Click here to be directed to our site that is dedicated to veterans and transitioning service members.

All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary dependent upon specific assignment and/or level of US government security clearance held. Qualified applicants with arrest and conviction records are welcome to apply.

CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information.

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