Admin Assistant – Child Services at ARMADA, Ltd. in Rockville, MD, USA

Job description

• ARMADA is seeking a detail-oriented Administrative Assistant - Child Services (DCS) to support the Department of Health and Human Services (HHS), Program Support Center (PSC), Real Estate, Logistics, and Operations (RLO), Intake, Suitability, and Badging Services (ISBS). This position provides administrative support to the Division of Child Services by managing resource mailboxes, coordinating case assignments, maintaining records, supporting fingerprint and Child Abuse & Neglect (CA/N) check operations, and ensuring timely responses to inquiries from Care Providers, Child Protective Services (CPS), and other stakeholders supporting child welfare programs.

Responsibilities

• Administrative Assistant - Child Services personnel will receive emails via a resource mailbox regarding fingerprint result inquiries, fingerprint result requests, status updates, and general inquiries. Review each email and resolve or assign it to a team/individual for resolution.
• Apply knowledge of and expertise with Adobe, use of fingerprint result databases, case processing databases, SharePoint, fingerprint check results, and Government document review.
• Administrative Assistant - Child Services personnel will complete various duties as assigned to support DCS operation including reviewing documentation, assigning cases, replying from resource mailboxes, performing data entry, filing hardcopy case packets, preparing case packets for offsite archival, logging incoming mail (e.g., USPS, UPS, FEDEX), requesting monetary checks from their Contractor, etc.
• Review emails via a resource mailbox regarding Child Abuse & Neglect (CA/N) checks for U.S. States and Territories and CPS Registries. These inquiries include state-specific childcare check requests, result inquiries, and general inquiries. Review and resolve each inquiry or assign it to a team/individual for resolution.
• Administrative Assistant - Child Services personnel will apply knowledge of and expertise with Adobe, case processing databases, SharePoint, childcare check results, and Government document review.
• Demonstrate the ability to follow specific direction regarding fifty plus (50+) different procedures related to childcare checks.
• Administrative Assistant - Child Services personnel will process two hundred fifty-four (254) or more Fingerprint Check case email inquiries monthly utilizing program systems and applications to respond to or close out the necessary action within two (2) business days.
• Process five thousand two hundred sixty-two (5,262) or more Child Abuse & Neglect (CA/N) Check email inquiries monthly utilizing program systems and applications to respond to or close out the necessary action within two (2) business days.
• Administrative Assistant - Child Services personnel will organize and file one thousand eight hundred sixty (1,860) or more DCS hard copy files monthly.
• Administrative Assistant - Child Services personnel will request, track, and provide program staff up to four hundred seventeen (417) monetary checks from their vendor to execute payment to states for CA/N Checks that require physical payment via cut check.
• Other duties as assigned.

Requirements

• Ability to work effectively with Government leadership, technical personnel, and contractor staff.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail with the ability to accurately process high volumes of work.
• Proficiency with using Adobe, SharePoint, Microsoft Office Suite, and case management databases.
• Bachelor's Degree preferred, not required.
• Five (5) years of relevant experience managing programs and/or projects
• Experience providing administrative support in a federal government or government contractor environment.
• Experience supporting child welfare, personnel security, background investigations, or case management programs.
• Experience managing shared resource mailboxes and responding to customer inquiries.
• Experience reviewing documentation for completeness and accuracy.
• Experience maintaining electronic and hardcopy case files.
• Experience coordinating with Care Providers, Child Protective Services (CPS), or other government stakeholders.
• Experience handling Personally Identifiable Information (PII) and other sensitive information.
• Ability to manage multiple priorities while meeting established performance metrics.

Skills

Required

• Strong attention to detail
• Adobe
• SharePoint
• Microsoft Office Suite
• Case management databases
• Fingerprint result databases
• Case processing databases