Administrative Specialist A1Z

Job Description

Job Description

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states. USFS staff average 10+ years of professional experience, over 80 percent of our staff have bachelor’s degrees, and over half have advanced degrees in business and technology. USFS was founded in 2010 and provides financial management, acquisition management, program management, and data analytic 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:

• Active DoD Secret Clearance required.
• Experience with DTS and TMT required.
• 2 - 5 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
• Must be local to the Washington D.C. area.
• Occasional telework may be approved in advance by the client though not guaranteed

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.