Administrative Specialist A1Z

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states. Our team averages 10+ years of professional experience, with over 80 percent holding bachelor’s degrees and over half possessing advanced degrees in business and technology. Founded in 2010, USFS provides financial management, acquisition management, program management, and data analytic support services to federal and state governments.

About the role

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.
• Must be local to the Washington D.C. area.

Responsibilities

• Familiar with the federal government and military culture, customs, and 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 detailing 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, and ready-to-send (RTS) emails.
• Review correspondence for accuracy, correctness, and conformance to procedural and regulatory requirements, including grammar, typographical errors, and necessary attachments.
• Assist with video teleconferences (VTCs), SharePoint sites, and other collaborative tools.
• 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.
• Mentor and coach junior members of the team.
• Assist with official organizational ceremonies and engagements, as well as international and industry-specific presentations.
• Proficient with Outlook, Teams, Word, Excel, and PowerPoint.

Schedule

• Office hours: 0800 to 1700, Monday through Friday.
• Occasional telework may be approved in advance by the client, though not guaranteed.

Benefits

• Employer-provided paid Medical, Dental, and Vision insurance.
• Employer-matching 401K plan.
• Paid Time Off (PTO).
• 11 Federal Holidays.
• Voluntary benefits including Short/Long Term Disability, Term Life, and AD&D Insurance.