Administrative Assistant
We are seeking an Administrative Assistant to support the U.S. Fish and Wildlife Service (FWS), Division of Management Authority (DMA), in Falls Church, VA. In this role, you will provide administrative, data entry, and customer support that ensures timely processing of permits, accurate reporting, and effective coordination with agency staff. This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security. Apply today! RESPONSIBILITIES
I. Permit Processing & Data Entry
- Process permit applications to ensure adequate review and timely customer service
- Enter permit data accurately and in a timely manner
- Input applications into ePermits with accuracy and judgment
- Audit data entries of hard copy applications for completeness and accuracy
- Code permit applications appropriately
- Enter data into the tracking system in compliance with ePermits requirements
- Apply coding standards to permit applications within ePermits
- Ensure accuracy of all data entered into ePermits
- Exercise judgment when corrections are necessary
- Operate the CITES Trade Database to sort, enter, and track data accurately and efficiently
- Receive, date stamp, scan, upload, photocopy, sort, and route incoming mail
- Log mail accurately in Excel spreadsheets
- Maintain accurate paper and electronic records
- Digitize and file paper records into the appropriate system
- Draft and mail form letters as required
- Print and mail permits on security paper as directed
- Assist in the inventory of archive files, catalog records due for retention, update spreadsheets, and prepare for disposal
- Maintain and update the Big Cat Registration log to ensure documents are stored in the correct folders and file cabinets
- Organize, monitor, and track individual application workload
- Plan work independently, resolve problems, and carry out successive steps of assignments
- Meet strict deadlines while tracking large volumes of facts, figures, and paperwork
- Use systems to enter, track, manage, and compile data efficiently
- Apply automation software to support mail and data processing tasks
- Follow established administrative and clerical practices and procedures
- Process multiple forms and requests used in office support tasks
- Use Microsoft 365 applications for documentation and recordkeeping
- Respond to permit inquiries and answer incoming phone calls from applicants or the public
- Participate in system update trainings to remain knowledgeable of ePermits changes
- Consult regularly with the Government-staffed Team Leader on application processing
- Collaborate with others to complete work products and coordinate with involved parties
- Recommend solutions to the Team Leader or CITES Policy Specialist when challenges arise
- Demonstrate interpersonal skills and a professional demeanor in all interactions
- Respect team members, consider differing views, and support collective decisions
- Help maintain a cordial and positive office atmosphere
- Minimum 3 years in administrative/data entry roles performing tasks such as mail processing, data entry, quality control, scanning, filing, and customer service
- Skill in resolving problems and dealing with people tactfully (phone, writing, in person)
- Skill in navigating and working in electronic systems
- Skill with Microsoft 365 (Word, Excel, PowerPoint, Outlook, OneDrive, Teams)
- Skill in database entry, extraction, record keeping, tracking, and logs
- Ability to adhere to Privacy Act and records retention requirements
- Ability to learn and comply with ePermits procedures
- Ability to search records and guidelines
- Ability to maintain computer records, conduct searches, and print reports
- Ability to perform repetitive tasks and manage high-volume workload
- Strong Attention to detail and organizational skills
- High school diploma or equivalent required
- Undergraduate degree preferred
- Falls Church, VA 22041
- Not eligible for telework
- U.S. citizenship is required as it supports the U.S. federal government
- Ability to obtain and maintain a Tier 4 Public Trust security clearance
- U.S. Department of the Interior (DOI)
- Travel not required
- Full-time, 40 hours per week, Monday–Friday
- Employment Classification Eligibility — Nonexempt
- Not eligible for relocation benefits
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