Visa Assistant Position Description CGI is seeking a Visa Assistant to join our team in Washington, DC. Your future duties and responsibilities ANTICIPATED DUTIES/TASKS:The Visa Assistant provides support to the Government staff by performing various administrative and other visa-related support required for the effective operation of VO. A Government manager will provide day-to-day oversight and direction. Anticipated tasks require a high level of attention to detail and accuracy. Depending on the work unit, the Visa Assistant shall perform all duties and tasks of an Administrative Assistant, in addition to the following: • Analyze and independently route official correspondence to action points within the Visa Office and to certain areas of the Department. This material, which includes operations memoranda, Diplomatic Notes, reports, statistics, telegrams, letters and FOIA requests, is primarily concerned with immigration matters.• Independently classify subject-file material after review of the contents and determine the proper codification symbols identified with the subject matter. This material is highly technical and complex and frequently requires a determination relating to statute.• Subject Matter Expert for activities involving the Visa Information, Control, Tracking and Reporting System (VICTARS), including answering questions relating to subject and name classification. • Determine and certify the existence or non-existence of a record by conducting extensive research discovery, i.e., following all leads, references and available sources, and communicating the results either orally, or by writing on the document in question the appropriate notations, initials, and date, and attaching all related correspondence.• Appropriately assign, transfer, and check-in files generated by VICTARS.• Furnish information on files to VO personnel, other areas of the Department and other agencies.• Perform research of subject-file or the Visa Information, Control, Tracking and Reporting Systems (VICTARS) for previous or related information. Attaches current correspondence to previous folder and determines proper office for action. If there is no previous folder in connection with a subject file request, prepares appropriate file folder as instructed, and charge-out card with name, date, initials, and action office.• Sort, distribute, and file cable traffic.• Provide assistance to visitors from posts, State, and other Government agencies.• Receive, assemble and distribute all incoming and outgoing shipments and third-party mail via State mail services, UPS, FedEx, USPS, or other carriers.• Perform searching and filing functions, file and/or retrieve application packages from file cabinets, box and archive files for storage purposes.• Interface with visa applicants or couriers at VO Diplomatic Reception Desk. Perform data entry. Review visa application, photograph, identification and supporting documentation for completeness. Ensure the application and documents comply with visa requirements, photograph meets requirements, and customer is provided fee information if required. Copy customer identification. At the Diplomatic Reception Desk, distribute visaed passports to the correct applicant, comparing customer to passport image or accepting proper documents and identification for third party pick up. • Print and affix visas onto applicant’s passport after Government adjudication. • Receive telephone inquiries and visitors requesting subject or cable-file research, which could affect an individual’s eligibility to qualify for a visa.• Perform data entry, review visa product against data system information for completeness and accuracy constantly applying laws, regulations and procedures pertaining to the issuance of a U.S. visa or waiver. • Use proprietary consular systems and determine quality and correctness of prepared visas, maintain issued applications in an orderly and traceable fashion, accurately scan images and documents into DOS data systems.• Troubleshoot information retrieved from the computer screen and manually searching to locate applications and documents within the diplomatic visa process. Update text in appropriate NIV screen. Update visa application information from the computer system. • Assist with training: prepare training materials and packets, photocopy, conduct “meet-and-greets,” set-up training sessions or seminars, conduct office tours, etc.• Enter information into various databases, including, but not limited to customer (i.e. UPS) addresses, accountable supplies.• Perform data entry, print, scan, laminate, bind, fax, mail packing, seal and tape envelopes and boxes after verifying that contents are correct as requested. • Ensure submitted applications have appropriate supporting documentation; perform preliminary review to ensure the 212(e) waiver policies and procedures meet the requirement of the Department and conform to Waiver Review Division regulations, policies and procedures.• Process all official visas for the accredited Foreign Missions to the United Nations (UN), UN Secretariat and its related Funds and Programs; assure the daily visa application intake and visaed passport pass back; communicates with foreign missions and the UN via telephone and email pertaining to visa cases and policies.• Process all official visas for accredited Foreign Missions in the United States, including but not limited to collecting, data entering, reviewing, printing, and maintaining all documentation relevant to the NIV process including security checks; generating all correspondence; initiating all SAO cables; maintaining close contact with USCIS for all requests for Change of Status ensuring all security background checks are conducted prior to processing.• Relieve other Visa Assistants and Administrative Assistants at lunch/breaks to answer administrative telephones. Handle any incoming phone calls, emails or written correspondence. Required qualifications to be successful in this role EDUCATION/EXPERIENCE REQUIRED: • Bachelor’s degree, and;• Two (2) years of general office experience, including;• Three (3) years of experience utilizing a variety of office software, specifically: MS Word, MS Power Point, MS Excel, MS SharePoint, and MS Outlook.• The Government may allow the following qualifications substitutions for this position: four (4) years of additional general office or administrative experience may be substituted for a BS/BA degree.QUALIFICATIONS:• Ability to remain flexible and adapt under pressure in stressful situations and follow instructions and established procedures• Excellent data entry skills, filing and file retrieval skills• Ability to effectively and politely interface with public• Ability to comprehend and communicate the requirements for a visa in a professional and courteous manner over the telephone, in person, and in writing • Ability to learn and recall information about visa application procedures and the rules and regulations pertaining to visa requirements• Strong organizational skills, attention to detail, and work ethic• Ability to work independently and as a member of the team to effectively interact with personnel at all levels At CGI, we’re a team of builders. We call our employees members because all who join CGI are building their own company – one that has grown to 65,000 professionals located in 40 countries. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients succeed. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients – and for our members. Come grow with us. Learn more at www.cgi.com.This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted. No unsolicited agency referrals please.All CGI offers of employment in the U.S. are contingent upon the ability to successfully complete a background investigation. Background investigation components can vary depending upon specific assignment, or upon any US government security clearance if required. Qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, gender Identity, sexual orientation, national origin, age, disability, veteran status, pregnancy, or other status protected by law. CGI will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with CGI’s legal duty to furnish information. Skills Reference 446831
At CGI, we are a team of builders. We call our employees members because all who join CGI are building their own company – one that has grown to 68,000 professionals located in 40 countries. Founded in 1976, CGI is a leading IT and business process services firm committed to helping clients succeed. We have the global resources, expertise, stability and dedicated professionals needed to achieve results for our clients – and for our members. Come grow with us. Learn more at www.cgi.com.
This is a great opportunity to join a winning team. CGI offers a competitive compensation package with opportunities for growth and professional development. Benefits for full-time, permanent members start on the first day of employment and include a paid time-off program and profit participation and stock purchase plans.
We wish to thank all applicants for their interest and effort in applying for this position, however, only candidates selected for interviews will be contacted.
No unsolicited agency referrals please.
Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.