Administrative Assistant II

ADV is seeking an Administrative Assistant II in Phoenix, Arizona to provide comprehensive administrative and clerical support to the Federal Protective Service (FPS) Region 9. This position supports FPS leadership under the FPS Administrative Support Services contract, assisting with scheduling, correspondence, document and data management, and coordination of operational activities that advance FPS mission to protect federal facilities, infrastructure, and personnel. The role supports federal operations as part of a collaborative contract team and operates independently within established FPS procedures.

Key responsibilities include:

• Providing comprehensive administrative and clerical support to FPS District and Area Commanders, including reception coverage, correspondence preparation, call and email routing (including FOIA document requests), and calendar management.
• Ensuring effective communication and information flow between FPS leadership, regional staff, and field personnel.
• Scheduling and coordinating meetings, teleconferences, and events; preparing agendas, materials, and minutes.
• Maintaining office files and administrative records (personnel, attendance, budget, and correspondence).
• Assisting with timekeeping functions in GovTA; running daily attendance reports and providing updates to management.
• Tracking and updating data in FPS systems such as GovTA, LEIMS, STORM, and Post Tracking System (PTS), ensuring accuracy and timely reporting in accordance with FPS standards.
• Compiling and maintaining routine reports, spreadsheets, and database records to support operational and security programs.
• Maintaining a Desk Reference Guide for position continuity and assisting in tracking training files and certifications.
• Preparing and processing incoming and outgoing mail, including express and courier shipments; creating mailing labels and filing related documentation.
• Assisting with government vehicle logs, supply inventories, and procurement coordination.
• Maintaining shared drives for Facility Security Assessments (FSA), post orders, and audit records.
• Maintaining a monthly inventory of FPS and other agency-provided security equipment and systems within federal facilities.
• Entering Prohibited Items reports into LEIMS weekly.
• Tracking 3155 case control numbers issued from the FPS Mega Center, ensuring all reports are completed and filed.
• Consolidating bi-weekly and monthly Post Inspection spreadsheets; tracking Protective Security Officer (PSO) vendor audits for accuracy.
• Maintaining Post Order tracking, Post Visits, and Covert Security Testing spreadsheets.
• Assisting the Security Management Branch (SMB) and Protective Security Operations Officer (PSOO) with documentation for permanent, temporary, and emergency PSO services and security projects in accordance with FPS standard operating procedures.
• Maintaining a database of STORM taskings and providing timely updates as required.
• Ensuring compliance with DHS/FPS privacy, information-security and document-control policies.
• Providing responsive customer service to internal staff, partner agencies, and the public.
• Performing other administrative and operational tasks as assigned in support of FPS mission objectives.

Qualifications and education:

Minimum requirements:

• High school diploma or equivalent.
• At least one (1) year of relevant administrative or office support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook); accurate typing and attention to detail.
• Must successfully complete a DHS HSPD-12 suitability/background investigation and obtain a PIV card.
• U.S. citizenship required.

Preferred:

• Two (2) or more years of administrative or executive support experience, ideally in a federal or security-related environment.
• Familiarity with GovTA, LEIMS, PTS, or STORM systems (training provided).
• Strong organizational, communication, and problem-solving skills; ability to handle confidential information and work independently.

Compensation and work environment:

• Full-time, 40 hours/week, Monday to Friday, on-site at: FPS Region 9 Phoenix District Office, 230 North First Avenue, Suite 403, Phoenix, AZ 85003.
• Standard 8-hour day with a 30-minute break. Core hours may adjust to FPS mission needs.
• Professional office environment: business-casual attire required.
• Occasional travel may be required; reimbursable by Federal Travel Regulations (FTR).
• This position is covered under the Service Contract Act (SCA) and adheres to applicable wage determinations for the Phoenix, AZ locality.

What we offer:

Advanced Decision Vectors offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• 401(k) Retirement Plan with matching
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach

Join ADV and help advance the mission of the Federal Protective Service to safeguard America federal facilities, infrastructure, and personnel. Your work will directly support national security and public safety through excellence in administrative and operational support.

ADV is proud to be an Equal Opportunity Employer. We welcome and value differences that make us stronger.