Record specAdmin Support
Record specAdmin Support
Posted on :
13-10-2024
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Posted on :
13-10-2024
Job Description
Job Title: Record Specialist/ Admin Support
Location: San Francisco CA
Duration: Full Time/ Permanant
Summary:
Provide administrative support for the Regional Office at the direction of the COR in consultation with the contract Project Manager. This support includes providing effective and efficient assistance to handle public and grantee inquiries and administrative support to federal staff.
Examples of such tasks include:
- Provide assistance with handling public and grantee inquiries maintaining a log of all contacts entering data into HSES Issue Tracking and providing administrative support to federal staff to document issues resolution.
- Handle routine questions without referral to outside entities and judge when calls should be referred to federal staff or other available resources.
- Maintain a grantee directory including mail email addresses and phone and fax numbers. Establish a process for ensuring the directory and the HSES database are uptodate and accurate. Prepare mailing labels as appropriate.
- Develop reports correspondence and presentations to including spreadsheets Word documents and PowerPoint presentations. Reports required may be recurring or special in nature and can contain both technical and administrative information.
- Perform document integration and editing as directed by the COR. Collate and develop material for staff presentations or in anticipation of staffs needs.
- Assist with coordination planning and logistics for regional meetings trainings or events as requested by the COR.
- Coordinate Staff Travel prepare travel authorizations and vouchers in Concur Government Edition (CGE) and track completed travel for the region. Submit Region IX Travel Plan and Travel Tracking Spreadsheet within timeline determined by the COR.
- Attend staff meetings record minutes prepare copy and distribute handout materials ensuring documents are saved in the OHS Region IX shared drive.
- Assist with the creation of template letters for common Regional Office approvals such as program option change approvals and keystaff hire approvals. Ensure the Regional Program Manager and Grants Officer review and approve such templates prior to distribution to Regional staff. Develop and maintain a system Region IX Customer Service Improvement Project 15 for tracking current templates and archiving older versions.
- Provide administrative support including generating a biweekly status report to support the federal management approval of time and attendance.
- Also administrative and data management support for onsite monitoring reviews and other activities related to the Head Start monitoring system.
Qualifications
- A minimum of a baccalaureate degree from accredited college or university preferred.
- A minimum of three years of experience providing administrative support to project and/or contract management team and staff.
- Experience aggregating data and producing reports based on multiple data sources.
- Demonstrated proficiency in Microsoft Office Suite or similar applications.
- Experience with event/project coordination and planning handling personnel records correspondence travel arrangements preferred.
- Experience communicating both orally and in writing to various audiences.
- Demonstrated experience managing multiple tasks and ability to prioritize work.
Employment Type
Full Time
Key Skills
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