Administrative Assistant (ICE Transport)

Title: Administrative Assistant (ICE Transport)

Location: El Paso, 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 is 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 provides administrative assistance to managers, field and support staff and visitors as well as manage day-to-day office responsibilities to ensure efficient operation of the office. This position is responsible for confidential and time sensitive material. 

Essential Functions and Responsibilities:

• Answer calls, address questions and/or concerns, and provide knowledgeable responses to general telephone inquiries in a courteous and professional manner.  

• Greet and direct visitors and employees. 

• Review and submit expense reports for Child and Family Protection Care Specialists. 

• 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 accurately. 

• 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. 

• 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, in coordination with the Logistics Department. 

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

• Maintain professional and ethical standards as required by MVM's policies and procedures. 

• Comply with company and contract 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 sub