Administrative Assistant (ICE Transport)

Title: Administrative Assistant

Location: San Antonio, TX

Schedule: This position is mission critical and essential to the ongoing operations and requires a flexible schedule to support a 24/7/365-day operation.

About MVM, Inc.

Service, Support, Success are the pillars upon which MVM’s founders built the company, and they continue to serve as MVM’s core values. Along with our uncompromising insistence on integrity and ethical business practices, these values make us the service provider of choice for our customers and the employer of choice for our dedicated team members.

Working at MVM, Inc. takes a certain kind of person; we want someone who identifies with our values and is willing to challenge themselves both personally and professionally. We seek employees who are passionate about serving and making a difference in the lives of others.

If you can envision joining a team where you will have the opportunity to provide mission driven results; then we are looking for you!

Job Summary:

The Administrative Assistant will be responsible for the day-to-day administrative functions such as answering and screening calls, calendar management, travel arrangements, ordering office supplies and other general administrative duties. The role will provide administrative assistance to managers, field and support staff and visitors as well as manage the day-to-day office responsibilities to ensure efficient operation of the office. This position will be responsible for confidential and time sensitive material.

Essential Functions and Responsibilities:

• Answers calls, addresses questions and/or concerns, and provides knowledgeable responses to general telephone inquiries in a courteous and professional manner.

• Greet and direct visitors and employees.

• Review and submit expense reports for Transportation Specialists (TS).

• Collect, review, and submit hotel folios to appropriate parties.

• Review and code expense receipts on a weekly basis.

• Reconcile and submit monthly credit card expense reports to appropriate stakeholders.

• Maintain current training and certification requirements in accordance with state and ICE/ERO standards.

• Monitor employee contract-required credentials (i.e., training certificates, security reminders, etc.), communicate overdue requirements, and send monthly email reminders to staff.

• Review company vehicle toll road invoices and submit payments for charges incurred.

• Assist in reviewing staff timesheets to ensure hours are entered into the company’s internal system.

• Receive, sort, and distribute mail and packages.

• Prepare monthly surveillance reports and submit them to management.

• Review and submit vendor invoices to the corporate office for payment.

• Review employee status report and update staff’s availability in the company’s internal system.

• Set up appointments for government ID card issuance as needed.

• Issue company employee ID cards and/or visitor badges.

• Manage and order office supplies as requested.

• Ensure office site reception area, meeting rooms and shared areas are neat and clean.

• Maintain professional and ethical standards as prescribed by MVM's Program.

• Comply with agency and program policies and protocols.

• Communicate with UC and families prior to and during transport, as necessary.

• Support the Child and Family Protection Care Specialists in providing transport services to UC and families.

• Support the Child and Family Protection Care Specialists with duties performed during transports.

• Assist the Program Manager as needed.

• Performs other duties as needed.

Minimum Qualifications & Skills:

• Possess an associate degree in an appropriate discipline from an accredited university (a high school diploma and two (2) or more years of relevant experience may be substituted for an associate degree).

• Have at least two (2) years of experience working with computers (a minimum of four years of experience is required when a high school diploma with two or more years of relevant experience is substituted for an associate degree).

• Demonstrate experience applicable to the goals and objectives of this program sufficient to communicate with other staff, and appropriate for a similar program environment.

• Must possess strong computer skills in MS Office, including Microsoft Word and Excel, PowerPoint, and Outlook.

• Must be willing to learn internal company systems (Saturn, Mercury, etc.).

• Requires effective communication and interpersonal skills to effectively interact with different departments within the company, employees and with clients.

• Ability to take technical direction and feedback from various sources.

• Committed to providing outstanding customer service and representation of MVM in a professional manner.

• Requires the ability to prioritize work, meet stringent deadlines, balance multiple tasks and work in a team environment.

• Strong attention to detail.

• Possess a valid and current driver’s license.

• Ability to work a flexible schedule, including nights, weekends, and graveyard shifts. 

• Excellent analytical and problem-solving skills

Preferred Qualifications & Skills:

• Inventory or surveillance software experience preferred.

Clearance:

• The applicants selected will be subject to a government background investigation and may be required to meet the following conditions of employment.

Security Requirements:

• Ability to obtain/maintain a Security Clearance. 

• Favorable credit check for all cleared positions. 

• Successfully pass a background investigation, drug screen.

• May be required to pass or present specific requirements depending on the program (i.e., DOT exam, vaccinations, CPR, flu shot).

• US Citizenship

Physical Requirements/Working Conditions:

• Standing/Walking/Mobility: Must have the mobility to attend meetings with other managers and employees.

• Climbing/Stooping/Kneeling: 0% - 10% of the time.

• Lifting/Pulling/Pushing: 0% - 10% of the time, must be able to lift up to 40 lbs.

• Fine Motor Skills/Dexterity: Must be able to write, type and use a telephone system 100% of the time.

• Sitting: Sitting for prolonged and extended periods of time.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Management may revise duties as necessary without updating this job description.

For more information about the company please visit our website at www.mvminc.comMVM is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, disability or any other federal, state or local protected class.MVM complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing this application, interviewing, completing any pre-employment testing or otherwise participating in the employee selection process, please direct your inquiries to [email protected].