Operations Support Specialist, Administrative​/Clerical

All Native Group, a division of Ho-Chunk, Incorporated, is seeking an Operations Support Specialist to provide administrative support to the Bureau of Medicine. Provides critical, advanced administrative work in support of program management with the goal of ensuring the seamless delivery of services. Ability to problem solve pro-actively and exercise good judgment and initiative that is in sync with the views and objectives of the program’s leadership and mission.

Administrative work includes a range of tasks from simple to complex: filing, organizing schedules and travel, maintaining inventory, tracking case referral progression, ensuring case documentation is complete, basic data analysis, maintains different data in spreadsheets, ability to communicate with exceptional compassion, tact and diplomacy. Maintains a leadership informed close and highly responsive forward leaning posture regarding day-to-day program operations.

• Communicates via a variety of means in a grammatically correct, concise, clear manner: correspondence: e-mails, memorandums, via PowerPoint, etc.; b. interacts with customers one on one, in person or remotely; c. briefings:
  Able to update on current program issues; d. draft reports or issue summaries.
• Office management: a. maintains inventory of office supplies, materials, psychological testing materials, and services and identifies emerging needs; b. generates and tracks work orders; c. on behalf of staff, submits and tracks IT service center requests from initiation to resolution; d. oversees new employee onboarding procedures to ensure all new-hire checklists are complete: sets up accounts for new staff in E2, Open Net, Class Net, JWICS and payroll and walks new staff through all onboarding elements;
  
  e. manages staff travel in E2; f. maintains a program office calendar to schedule and track actions, deadlines, leave; g. drafts requests for new diplomatic passports for staff.
• Information Management: a. oversees the transition of paper records to scanned electronic records; b. maintains an organized electronic document filing system that is accessible to those with a need to know and is compliant with security requirements; c. routinely assesses the electronic filing system for accuracy and to insure it is up-to-date, orderly and that files are moved into archive as needed.
• Works closely with the program manager and chief maintain productivity metrics and case referral progression using Microsoft Excel, ensuring case documentation is complete.
• Collect and collate budget information, including costs, fees, etc., and interface with vendors to acquire quotes and invoices.

• To perform, under general government supervision, requiring the exercise of limited independent judgment, work of a moderate complexity involving the coordination and synchronization of personal and project calendars
• Drafting of correspondence or replying to inquiries related to policy development, coordination, interpretation, or change
• Completion of complex administrative or clerical tasks necessary to support ongoing policy, operational, or clinical activities.

• Possess necessary knowledge, skills, education, and/or professional experience equivalent to at least 2 years of work experience.
• Position requires a High School diploma or equivalent, a minimum of 2 years of experience supporting similar administrative or operational activities, and a security clearance at the SECRET level.

None required for this position

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. however, due to the 24/7 nature of this unit, there is a high likelihood of either rotating or static evening and/or weekend work.

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

• Requires a Top Secret…