KMRG, LLC is hiring: Administrative Assistant in San Francisco

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.