Administrative Specialist

4 weeks ago

Arlington, United States US Federal Solutions Full time
Job DescriptionJob Description

U.S. Federal Solutions, Inc. (USFS) is a management consulting firm with offices and staff in the DC metro area. USFS offers competitive salaries and the full suite of employer-paid benefits including a 401k Plan with employer-matching contributions. USFS was founded in 2010 and provides strategic planning, performance management, program management, and administrative support services to federal and state governments.

Position Overview:

We are seeking an Administrative Specialist to provide administrative support to our U.S. Government client in Arlington, VA.

Qualifications:

  • Associates's degree required.
  • Active DoD Secret Clearance required.
  • Experience with DTS and TMT required.
  • Minimum three (3) years of applicable experience working with DoD HQ or Federal HQ staff.

Requirements

  • Familiar with the federal government and military culture, and customs, and understands agency-related processes.
  • Manage and maintain calendars for senior leaders.
  • Plan, coordinate, and organize events, as directed by the Government.
  • Secure facilities (on-site and off-site) prior to the event by coordinating with the conference room coordinator or applicable office/agency.
  • Submit presentations in the requested format(s) within the prescribed time frame(s).
  • Develop a written guide that details the relevant support duties (both general and specific) for each office, directorate, and division.
  • Field calls and visitors to the front office, directorates, and divisions.
  • Prepare and develop correspondence, reports, memorandums, presentations, papers, ready-to-send (RTS) emails
  • Review correspondence for accuracy, correctness, and conformance to procedural and regulatory requirements and instructions, as well as perform quality checks for grammar, typographical errors, and necessary attachments.
  • Assist with video teleconferences (VTCs), SharePoint sites, etc.
  • Monitor and track correspondence to ensure assigned suspense requirements are met.
  • Perform quality control reviews of all reports, papers, and other documents to ensure high-quality correspondence.
  • Maintain files and records systems in accordance with approved guidelines.
  • Manage the agency's Task Management Tool (TMT) using the format outlined in the agency's operating instructions.
  • Manage the Defense Travel System (DTS) for the agency front office, directorates, and divisions.
  • Assist with addressing and responding to inquiries and concerns from senior USG officials, industry executives, and foreign governments.
  • Mentoring and coaching of junior members of team
  • Assist with official organizational ceremonies and engagements, international and industry-specific presentations.
  • Proficient with Outlook, Teams, Word, Excel, and PowerPoint

Office Hours:

  • 0800 to 1700 Monday through Friday

Benefits

  • Employer-provided paid Medical / Dental / Vision insurance.
  • Employer matching 401K plan.
  • PTO
  • 11 Federal Holidays
  • Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance.

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