KMRG, LLC
ROLE
We are seeking an Administrative Assistant to support the Federal Protective Service (FPS) Region 9 District leadership in San Francisco, CA. In this role, you will provide core office administration, including reception, Freedom of Information Act (FOIA) inquiries, scheduling, correspondence, records and timekeeping, and support security program reporting for District Commanders.
This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.
Apply today!
RESPONSIBILITIES I. Administration
Perform a full range of standard & nonstandard administrative & secretarial duties in an office
Provide administrative support for Federal Protective Service (FPS) Region 9 District Commanders (DC)
Maintain the staff reception area, greet visitors, direct them to appropriate FPS staff, & answer calls
Organize administrative workflow to ensure proper communication among DC, Regional Staff, Area Commanders & FPS
Support specific business, management & operational issues
Manage District Office calendars for the District Commander & two Area Commanders; maintain personnel records
Determine which matters to handle personally & which to refer to FPS management & personnel
Perform other duties as assigned
II. Scheduling & Communication
Schedule appointments, arrange interviews & meetings, & communicate times, participants & locations
Arrange meetings & teleconferences, schedule rooms, disseminate information, prepare materials, & record minutes
Compose routine correspondence & answer phone & email timely in a professional manner
Answer calls on building & FPS services including Freedom of Information Act (FOIA) document gathering
III. Records Management
Design, organize & maintain the filing system
File Time & Attendance (T&A), personnel actions, reports & awards; maintain GovTA timekeeping & provide daily reports to management
Maintain District training files & provide information on request
Keep a Desk Reference Guide for the position
IV. Systems & Reporting
Demonstrate proficiency in Microsoft Windows & Microsoft Office to compile & organize reports
Maintain access to databases to compile & provide information to Government personnel
Enter Prohibitive Items reports in the Law Enforcement Information Management System (LEIMS) weekly
Monitor daily taskings in the STORM database, update tracking, & provide timely status updates
Run Post Tracking System (PTS) reports, track post coverage, & submit updates to the PTS help desk
Track assigned 3155 case control numbers from the FPS Mega Center; direct reports to FPS field personnel for review & approval
V. Mail Services
Prepare correspondence & mailing labels by copying data; file records to support District & Protective Security Officer (PSO) program
Receive, sort & distribute incoming mail; prepare outgoing mail & use online express mail programs
VI. Budget & Reporting
Prepare information required for budget reports
Assemble & disseminate routine District reports, including Prohibited Items Report & FPS notification lists per set frequency
Consolidate & update biweekly & monthly Post Inspection spreadsheets for the Region & FPS Headquarters
VII. Security Support
Maintain Facility Security Assessment (FSA) folders & databases & Facility Security Committee memorandums as directed
Keep inventory lists for FPS & other agency security equipment & review & update monthly
Track PSO vendor audits & review for accuracy
Assist the Security Management Branch (SMB) & Protective Security Operations Officer (PSOO) with service request documentation per SOP
Update Post Order tracking, Post Inspections, Post Visits & Covert Security testing spreadsheets weekly or as needed to the PSOO
Maintain a database of post orders with due dates & post types
VIII. Fleet & Logistics
Collect & disseminate Government Owned Vehicle (GOV) mileage & maintenance data monthly & audit operation reports
Assist FPS & contract personnel with security & guard program supplies; conduct weekly inventories & report status
REQUIRED EXPERIENCE
One (1) year of relevant work experience
PREFFERED EXPERIENCE
Two (2) years of relevant work experience
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
Advanced knowledge and proficiency in Microsoft Office products (e.g., Word, Access, Excel, and PowerPoint)
Ability to prepare and makegroup/executive presentations
Ability to conduct online research
Ability to meet planned and unscheduled deadlines in a timely manner
Ability to work independently and in a fast-paced environment
Excellent communication skills (both written and verbal)
Excellent presentation skills
Strong analytical resourcefulness, initiative, professionalism, and attention to detail skills
EDUCATION
High school diploma required
Undergraduate degree preferred
LOCATION
San Francisco, CA 94102
TELEWORK
Not eligible for telework
CLEARANCE
U.S. citizenship is required as it supports the U.S. federal government
CLIENT
U.S. Department of Homeland Security (DHS)
TRAVEL
Travel may be 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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This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.
Apply today!
RESPONSIBILITIES I. Administration
Perform a full range of standard & nonstandard administrative & secretarial duties in an office
Provide administrative support for Federal Protective Service (FPS) Region 9 District Commanders (DC)
Maintain the staff reception area, greet visitors, direct them to appropriate FPS staff, & answer calls
Organize administrative workflow to ensure proper communication among DC, Regional Staff, Area Commanders & FPS
Support specific business, management & operational issues
Manage District Office calendars for the District Commander & two Area Commanders; maintain personnel records
Determine which matters to handle personally & which to refer to FPS management & personnel
Perform other duties as assigned
II. Scheduling & Communication
Schedule appointments, arrange interviews & meetings, & communicate times, participants & locations
Arrange meetings & teleconferences, schedule rooms, disseminate information, prepare materials, & record minutes
Compose routine correspondence & answer phone & email timely in a professional manner
Answer calls on building & FPS services including Freedom of Information Act (FOIA) document gathering
III. Records Management
Design, organize & maintain the filing system
File Time & Attendance (T&A), personnel actions, reports & awards; maintain GovTA timekeeping & provide daily reports to management
Maintain District training files & provide information on request
Keep a Desk Reference Guide for the position
IV. Systems & Reporting
Demonstrate proficiency in Microsoft Windows & Microsoft Office to compile & organize reports
Maintain access to databases to compile & provide information to Government personnel
Enter Prohibitive Items reports in the Law Enforcement Information Management System (LEIMS) weekly
Monitor daily taskings in the STORM database, update tracking, & provide timely status updates
Run Post Tracking System (PTS) reports, track post coverage, & submit updates to the PTS help desk
Track assigned 3155 case control numbers from the FPS Mega Center; direct reports to FPS field personnel for review & approval
V. Mail Services
Prepare correspondence & mailing labels by copying data; file records to support District & Protective Security Officer (PSO) program
Receive, sort & distribute incoming mail; prepare outgoing mail & use online express mail programs
VI. Budget & Reporting
Prepare information required for budget reports
Assemble & disseminate routine District reports, including Prohibited Items Report & FPS notification lists per set frequency
Consolidate & update biweekly & monthly Post Inspection spreadsheets for the Region & FPS Headquarters
VII. Security Support
Maintain Facility Security Assessment (FSA) folders & databases & Facility Security Committee memorandums as directed
Keep inventory lists for FPS & other agency security equipment & review & update monthly
Track PSO vendor audits & review for accuracy
Assist the Security Management Branch (SMB) & Protective Security Operations Officer (PSOO) with service request documentation per SOP
Update Post Order tracking, Post Inspections, Post Visits & Covert Security testing spreadsheets weekly or as needed to the PSOO
Maintain a database of post orders with due dates & post types
VIII. Fleet & Logistics
Collect & disseminate Government Owned Vehicle (GOV) mileage & maintenance data monthly & audit operation reports
Assist FPS & contract personnel with security & guard program supplies; conduct weekly inventories & report status
REQUIRED EXPERIENCE
One (1) year of relevant work experience
PREFFERED EXPERIENCE
Two (2) years of relevant work experience
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
Advanced knowledge and proficiency in Microsoft Office products (e.g., Word, Access, Excel, and PowerPoint)
Ability to prepare and makegroup/executive presentations
Ability to conduct online research
Ability to meet planned and unscheduled deadlines in a timely manner
Ability to work independently and in a fast-paced environment
Excellent communication skills (both written and verbal)
Excellent presentation skills
Strong analytical resourcefulness, initiative, professionalism, and attention to detail skills
EDUCATION
High school diploma required
Undergraduate degree preferred
LOCATION
San Francisco, CA 94102
TELEWORK
Not eligible for telework
CLEARANCE
U.S. citizenship is required as it supports the U.S. federal government
CLIENT
U.S. Department of Homeland Security (DHS)
TRAVEL
Travel may be 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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