Administrative Assistant II

Advanced Decision Vectors-posted 13 days ago

Full-time • Entry Level

Onsite • Phoenix, AZ

11-50 employees

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ADV seeks 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 FPSs 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.

Provide 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.
Ensure effective communication and information flow between FPS leadership, regional staff, and field personnel.
Schedule and coordinate meetings, teleconferences, and events; prepare agendas, materials, and minutes.
Maintain office files and administrative records (personnel, attendance, budget, and correspondence).
Assist with timekeeping functions in GovTA; run daily attendance reports and provide updates to management.
Track and update data in FPS systems such as GovTA, LEIMS, STORM, and Post Tracking System (PTS), ensuring accuracy and timely reporting in accordance with FPS standards.
Compile and maintain routine reports, spreadsheets, and database records to support operational and security programs.
Maintain a Desk Reference Guide for position continuity and assist in tracking training files and certifications.
Prepare and process incoming and outgoing mail, including express and courier shipments; create mailing labels and file related documentation.
Assist with government vehicle logs, supply inventories, and procurement coordination.
Maintain shared drives for Facility Security Assessments (FSA), post orders, and audit records.
Maintain a monthly inventory of FPS and other agency-provided security equipment and systems within federal facilities.
Enter Prohibited Items reports into LEIMS weekly.
Track 3155 case control numbers issued from the FPS Mega Center, ensuring all reports are completed and filed.
Consolidate bi-weekly and monthly Post Inspection spreadsheets; track Protective Security Officer (PSO) vendor audits for accuracy.
Maintain Post Order tracking, Post Visits, and Covert Security Testing spreadsheets.
Assist 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.
Maintain database of STORM taskings and provide timely updates as required.
Ensure compliance with DHS/FPS privacy, information-security and document-control policies.
Provide responsive customer service to internal staff, partner agencies, and the public.
Perform other administrative and operational tasks as assigned in support of FPS mission objectives.

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.

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.

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

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