Kelly Government Solutions is seeking a highly organized and detail-oriented Adjudication Executive Assistant to provide crucial support to our adjudication team. This role requires a proactive individual with strong administrative skills, excellent communication abilities, and the capacity to handle sensitive information with discretion. The successful candidate will play a vital role in ensuring the smooth and efficient operation of our office.

Responsibilities:

• Provide comprehensive administrative support to the adjudication management team.
  

• Answer and direct incoming calls (internal and external) in a professional manner.
  

• Organize, type, collate, and file sensitive documents and materials.
  

• Take and distribute accurate meeting minutes.
  

• Monitor and manage inbox holds daily.
  

• Maintain and update adjudication schedules.
  

• Generate and distribute various reports at scheduled intervals (daily, weekly, bi-weekly, etc.), including:
  

  • ATS Audit Reports
    

  • Error Rates Reports
    

  • Age Analysis Reports
    

  
  

• Photocopy cases for the Adjudication Manager and Supervisors.
  

• Maintain accurate records of completed trainings for passport specialists and supervisory passport specialists, including core requirements and miscellaneous courses.
  

• Draft and manage employee schedules.
  

• Maintain and update Adjudication Sign-In Sheets.
  

• Update and manage projected and actual overtime in the Overtime Log.
  

• Update and distribute adjudication schedules.
  

• Assist in organizing and coordinating online training sessions.
  

• Perform data entry and mailing tasks, including:
  

  • Shipping undeliverable, damaged, and mutilated products (over 90 days).
    

  • ITP (Incident Tracking Program) entries.
    

  
  

• Maintain and manage adjudication critical supplies.
  

• Disseminate information and/or requests to all office personnel and compile responses.
  

• Adapt to changes in procedures and assignments as needed.

Qualifications:

• High School diploma (2-year college degree preferred).
  

• Minimum of two (2) years of experience as an Administrative Assistant in an office environment.
  

• One (1) year of experience supporting at an executive level.
  

• Demonstrated experience with document management, preferably in a legal department or similar environment.
  

• Four (4) years of experience using Microsoft Office Suite (MS Word, Excel, PowerPoint, Publisher, Outlook).
  

• Demonstrated ability to prioritize and organize simultaneous work flow duties.
  

• Ability to accurately manage tasks and assignments.
  

• Strong organizational, time management, and attention to detail skills.
  

• Ability to establish and maintain effective working relationships at all organizational levels.
  

• Must meet all qualifications requirements of the Administrative Assistant Level I.

Required Skills:

• Excellent verbal and written communication skills.
  

• Proficiency in Microsoft Office Suite.
  

• Strong organizational and time management skills.  
  

• Ability to handle confidential information with discretion.
  

• Ability to work independently and as part of a team.
  

• Ability to adapt to changing environments.  

Security Clearance:

• Must be able to obtain and maintain a SECRET security clearance.

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