Administrative Assistant

Euola • Atlanta, GA

3d

About The Position

Administrative Assistant Euola is seeking a Administrative Support Assistant to provide full-time administrative and secretarial support to Region 4 of the Federal Protective Service (FPS). This role supports the Regional and Deputy Regional Directors, Branch Chiefs, District Commanders, and Program Managers by managing daily office operations, coordinating communications, compiling reports, and assisting with data management and program documentation. Key Responsibilities Administrative and Clerical Support Perform diverse clerical and administrative duties independently with minimal supervision. Serve as a liaison for office services and procedures; answer routine questions and direct inquiries to the appropriate staff. Manage incoming and outgoing mail, prepare courier packages, and process priority correspondence. Maintain filing systems, both physical and electronic, ensuring document accuracy and organization. Provide back-up support to the Executive Assistant and Mission Support Branch. Scheduling and Coordination Coordinate calendars, meetings, and conference calls for senior staff. Prepare and distribute meeting minutes and follow up on assigned action items. Schedule conference rooms, video calls, and facilities for internal and external meetings. Ensure key participants are briefed prior to meetings and events. Coordinate travel authorizations, itinerary approvals, and expense report reviews for management and senior staff. Data and Program Management Conduct data collection, verification, and entry in multiple electronic information systems. Track and report on program milestones, funding, and project progress using automated systems. Compile statistical, budget, and performance data; generate reports for senior management. Perform automated searches and validate information in law enforcement, inspection, or compliance computer systems. Support FPS Law Enforcement and Security Program Managers in maintaining security system inventories, reports, and countermeasure documentation. Financial and Timekeeping Support Provide administrative timekeeper services using WebTA, including data verification, payroll processing, audit coordination, and record maintenance. Assist with fund tracking and expense reporting; prepare monthly draft financial summaries. Monitor fund allocations, verify accounting documentation, and support budget report compilation. Communication and Documentation Compose routine correspondence, draft reports, and prepare presentations, tables, and charts. Communicate effectively with staff, management, vendors, and external partners. Support the creation and maintenance of employee performance work plans, development plans, and annual evaluations. Ensure confidentiality in handling personnel and law enforcement materials. Technology and Record Coordination Submit and track IT service/maintenance tickets; validate request completion. Maintain and reconcile regional databases, SharePoint sites, and other internal tracking systems. Support regional task management systems (e.g., ESTT), compiling input data to create summary reports.

Requirements

• Minimum five (5) years of administrative or secretarial experience demonstrating knowledge of office operations, procedures, and inter-office communication structures.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, Access, and Visio.
• Proficiency with database management and document tracking systems.
• Accurate typing speed of at least 40 words per minute.
• Excellent written, verbal, and interpersonal communication skills.
• Strong documentation, organizational, and multitasking abilities.
• Experience preparing, compiling, and organizing reports or briefings.
• Ability to coordinate multiple administrative projects simultaneously and manage sensitive tasks with discretion.
• Strong problem-solving skills and ability to conduct independent research.

Nice To Haves

• Associate (AA), Bachelor (BS/BA), or equivalent degree.
• Equivalent Experience: Five (5) years' experience providing administrative support at or equivalent to the GS-12 or GS-13 level may substitute for degree requirements.
• Working knowledge of DHS or similar federal organization structure is desired.

Responsibilities

• Perform diverse clerical and administrative duties independently with minimal supervision.
• Serve as a liaison for office services and procedures; answer routine questions and direct inquiries to the appropriate staff.
• Manage incoming and outgoing mail, prepare courier packages, and process priority correspondence.
• Maintain filing systems, both physical and electronic, ensuring document accuracy and organization.
• Provide back-up support to the Executive Assistant and Mission Support Branch.
• Coordinate calendars, meetings, and conference calls for senior staff.
• Prepare and distribute meeting minutes and follow up on assigned action items.
• Schedule conference rooms, video calls, and facilities for internal and external meetings.
• Ensure key participants are briefed prior to meetings and events.
• Coordinate travel authorizations, itinerary approvals, and expense report reviews for management and senior staff.
• Conduct data collection, verification, and entry in multiple electronic information systems.
• Track and report on program milestones, funding, and project progress using automated systems.
• Compile statistical, budget, and performance data; generate reports for senior management.
• Perform automated searches and validate information in law enforcement, inspection, or compliance computer systems.
• Support FPS Law Enforcement and Security Program Managers in maintaining security system inventories, reports, and countermeasure documentation.
• Provide administrative timekeeper services using WebTA, including data verification, payroll processing, audit coordination, and record maintenance.
• Assist with fund tracking and expense reporting; prepare monthly draft financial summaries.
• Monitor fund allocations, verify accounting documentation, and support budget report compilation.
• Compose routine correspondence, draft reports, and prepare presentations, tables, and charts.
• Communicate effectively with staff, management, vendors, and external partners.
• Support the creation and maintenance of employee performance work plans, development plans, and annual evaluations.
• Ensure confidentiality in handling personnel and law enforcement materials.
• Submit and track IT service/maintenance tickets; validate request completion.
• Maintain and reconcile regional databases, SharePoint sites, and other internal tracking systems.
• Support regional task management systems (e.g., ESTT), compiling input data to create summary reports.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree