CGI is hiring: Adjudication Administrative Assistant in Buffalo

Position Description

At the direction of the Agency and/or Center Adjudication Manager, perform a variety of administrative and secretarial functions for the DOS/Adjudication/Customer Service/FPM Management Staff. Maintain all office functions associated with meeting the needs of the Adjudication office including incoming calls, correspondence and faxes. Due to the nature of the government contract requirements and/or clearance requirements, U.S. Citizenship is required. Hourly Rate: $26.26/hour.

What you will do

Under the guidance of the onsite Government management team, the Adjudication Administrative Assistant shall perform a variety of administrative and secretarial functions for the Adjudication/Customer Service and/or Fraud Manager. The Adjudication Administrative Assistant is responsible for coordinating the large volume of information coming into the office to ensure formats and deadlines are met (e.g., schedules, memoranda, briefing papers, taskers, etc.). The Adjudication Administrative Assistant maintains confidential information (employee lists, management contact info, etc.) and performs the following functions:

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

Qualifications

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
• HS 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
• One (1) year of experience supporting at an executive level
• Four (4) years of experience using a variety of office software, specifically Microsoft Word, Excel, PowerPoint, Publisher, and Outlook
• Demonstrated ability to prioritize and organize simultaneous work flow duties

Desired qualifications/non-essential skills required:

• Knowledge and understanding of the laws, rules and regulations pertaining to eligibility for and issuance of a U.S. Passport

Benefits and Location

CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role. The determination of this range includes factors such as skill set level, relevant experience and training, and licensure and certifications. Compensation decisions are dependent on the facts and circumstances of each case. The current rate is $26.26/hour. CGI Federals benefits are offered to eligible professionals on their first day of employment and include:

• Eligibility to participate in a Share Purchase Plan (SPP) with company matching
• 401(k) Plan and Profit Participation
• Paid Time Off (PTO)
• 10 Standard Holidays
• Health & Welfare Benefits as determined by Service Contract Act

This position is located in Buffalo, New York.

Additional information: 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 US_Employment_Compliance@cgi.com. Please reference the Position ID of the position in which you are interested. This email address is for accommodation requests only.

All CGI offers of employment in the U.S. are contingent upon successful completion of a background investigation. Some background investigations may include a credit check, depending on role and security clearance requirements. CGI will consider qualified applicants with arrests and conviction records in accordance with local laws. CGI will not discriminate against applicants for discussing pay; however, employees with access to compensation information must maintain confidentiality as required by law or company policy.