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Office Administration Specialist

2 months ago

Arlington, Virginia, United States US Federal Solutions Full time
Position Overview

U.S. Federal Solutions, Inc. (USFS) is a premier management consulting firm dedicated to providing comprehensive support services to federal and state agencies. Established in 2010, we pride ourselves on our competitive compensation packages and a full range of employer-sponsored benefits, including a 401k plan with matching contributions.

Role Summary:

We are currently in search of an Administrative Specialist to deliver exceptional administrative assistance to our U.S. Government clientele.

Key Qualifications:

  • Associate's degree is mandatory.
  • Possession of an active DoD Secret Clearance is essential.
  • Proficiency in the Defense Travel System (DTS) and Task Management Tool (TMT) is required.
  • A minimum of three (3) years of relevant experience with Department of Defense Headquarters or Federal Headquarters personnel is necessary.

Core Responsibilities:

  • Demonstrate familiarity with federal government operations and military protocols.
  • Oversee and coordinate calendars for senior management.
  • Organize and facilitate events as directed by government representatives.
  • Ensure venues are secured for events by liaising with appropriate coordinators.
  • Prepare presentations in specified formats within set deadlines.
  • Create a comprehensive guide detailing support responsibilities for various offices and divisions.
  • Manage incoming calls and visitors to the front office and divisions.
  • Draft and produce correspondence, reports, memoranda, and presentations.
  • Review documents for accuracy and compliance with procedural standards.
  • Assist in managing video teleconferences and SharePoint sites.
  • Track correspondence to meet required deadlines.
  • Conduct quality control checks on all documentation to ensure high standards.
  • Maintain organized filing and record-keeping systems as per established guidelines.
  • Administer the agency's Task Management Tool (TMT) in accordance with operational instructions.
  • Oversee the Defense Travel System (DTS) for various agency divisions.
  • Support the resolution of inquiries from senior government officials and industry leaders.
  • Provide mentorship and guidance to junior team members.
  • Assist in the planning and execution of official ceremonies and presentations.
  • Exhibit proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.

Work Schedule:

  • Standard office hours are Monday through Friday, from 0800 to 1700.

Employee Benefits:

  • Comprehensive employer-sponsored medical, dental, and vision insurance.
  • 401K plan with employer matching.
  • Paid time off (PTO).
  • Eleven federal holidays observed.
  • Optional benefits including short/long-term disability, term life, and accidental death & dismemberment insurance.