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Data Entry Operation Specialists II

Ivyhill Technologies LLC

Washington, district of columbia

Job Details



Full Job Description

Ivyhill has an immediate for Data Entry Operation Specialists II for a project located throughout the U.S. The qualified candidates will provide offices operations support to the U.S. Coast Guard Recruiting Offices with a focus on day-to-day recruiting operations

The qualified candidates will provide the USCG Recruiting Office operations support functions which include but not limited to:

  • Answering, directing, tracking, and reporting incoming phone calls.
  • Developing and maintaining the Recruiting Office schedule using Microsoft Outlook or the applicable enterprise solution.
  • Drafting, organizing, and tracking routine correspondence IAW USCG policies.
  • Maintaining the Recruiting Office reference library.
  • Maintaining unit correspondence files.
  • Placing, tracking, and reporting status of purchase requests for recruiting office supplies.
  • Maintaining a file management system in compliance within federal, USCG, and unit policies under the guidance of the Recruiter in Charge (RIC).
  • Tracking and reporting office compliance with Government Property/ Vehicle programs.
  • Tracking and executing office mailings.
  • Acting as office space Liaison for building lease/maintenance.
  • Working knowledge of operation of recruiting lead software.
  • Tracking and reporting applicant's progress through recruiting and accession process as well as recruiter performance, training and Military Entrance Processing Station (MEPS) performance metrics.
  • Compiling and providing office performance metrics to CGRC and Headquarters personnel.
  • Tracking, processing, and submitting Scout Talent and Refer (STAR) program recruiting incentive packages.
  • Completing, routing, tracking, and reporting status of Local Marketing Support Forms and approvals.
  • Processing, tracking and reporting status of candidate’s background investigations per references including but not limited to I-9, Employment Eligibility Verification forms, and the electronic questionnaires for investigation process (eQIP) process.
  • Scheduling the Armed Services Vocational Aptitude Battery (ASVAB) testing and MEPS appointments.
  • Booking travel arrangements for candidates per policy.
  • Drafting, submitting, tracking, and reporting status of waiver packages.
  • Managing Microsoft Outlook calendars; and managing/monitoring Outlook distribution groups and shared mailboxes.
  • Developing, updating, and maintaining the Recruiting Office Microsoft TEAMS site(s) under guidance of the RIC.
  • Sharing documents on Microsoft TEAMS; and organizing files on Microsoft TEAMS.
  • Operating and reporting information from current lead management/accession software solution (Gangway).
  • Researching, creating, and maintaining outreach, centers of influence (COI), and distribution lists.
  • Developing communication flyers, posters, and other artifacts.
  • Supporting local, regional, and national recruiting events administrative requirements.
  • Posting, monitoring, and reporting on Recruiting Office’s social media sites.

(Candidates who reside in a qualified HUBZone area are a plus. Please confirm qualified HUBZone eligibility by accessing the HUBZone Map: (


Qualified candidate will:

  • Possess an Associate’s degree at a minimum. (Education requirement may be waived if the relevant experience is directly connected to Government experience.)
  • Have three (3) years of experience in clerical, administrative skills with exceptional organizational skills.
  • Have the ability to function in a team environment.
  • Assist more senior positions and/or performing functional duties under the oversight of more senior positions.
  • Be organized and be detailed oriented.
  • Have the ability to multi-task.
  • Be dependable/reliable.
  • Be an effective communicator, orally and in writing.
  • Be proficient with Microsoft 365 Suite of Products, Apps, and Services, including but not limited to Word, Excel, PowerPoint, Access and Adobe Forms.
  • Have previous U.S. Coast Guard experience (a plus).


Ivyhill has a competitive benefits program which includes medical, dental and vision; Life and AD&D insurance; Short- and Long-Term Disability; supplemental Life insurance and a 401(k) Plan.

Ivyhill is an equal opportunity employer. In compliance with Federal and State Equal Opportunity Laws, qualified applicants are considered for all positions applied for without regard to race, color, religion, sex (including pregnancy and gender identity) , national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, veteran status or any other legally protected status.

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