Administrative Services Specialist II

Terrestris Global Solutions • Ashburn, VA

8d • $22 - $28 • Hybrid

About The Position

Terrestris is seeking an Administrative Services Specialist II to support the U.S. Department of Transportation, Federal Highway Administration, Eastern Federal Lands Highway Division (EFLHD) Administrative Support Services contract in Ashburn, Virginia. The role is assigned to a specific EFLHD branch office serving approximately 25–50 or more personnel and collaborates with a three-person team to maintain administrative coverage across the Division. The position is contingent upon contract award.

The role supports branch-office operations through correspondence and records management, scheduling, travel coordination, time and attendance processing, and purchase requisitions. The anticipated start date is February 1, 2027. The contract includes a one-year base period and four one-year option periods, potentially extending performance through January 31, 2032.

This is a full-time hybrid position based at 22001 Loudoun County Parkway, Building E2, Suite 300, Ashburn, Virginia. The schedule is Monday through Friday, 7:00 a.m. to 4:00 p.m., with a 30-minute lunch. The employee will work on-site during initial onboarding, with the potential to telework up to three days per week, while working on-site two days per week.

Requirements

• Complete DOT personnel preprocessing, Information Security System Awareness training, and a low-risk/non-sensitive background investigation, including a National Agency Check with Inquiries and fingerprinting; be eligible for a Personal Identity Verification (PIV) credential.
• Be authorized to work permanently in the United States without sponsorship.
• Demonstrate knowledge of standard office hardware and software, including Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Edge.
• Demonstrate knowledge of Google Workspace (Docs, Sheets, Slides, Meet, and Chat) and Chrome.
• Demonstrate knowledge of P6 Primavera, ESC PRISM, E2 Travel, and Zoom, or the ability to learn Government systems quickly.
• Have strong written and oral communication skills, attention to detail, professionalism, sound judgment, and the ability to prioritize competing requirements in a fast-paced environment.
• Be able to work independently and collaboratively as part of a cross-functional team.
• Have a track record of producing accurate, high-quality work on deadlines and maintaining professional relationships with Government personnel, colleagues, and stakeholders.

Responsibilities

• Prepare, edit, format, route, track, and maintain official correspondence, memoranda, reports, presentations, and other documents, approximately 500–1,000 documents per year.
• Manage official email inboxes and review correspondence for accuracy, completeness, grammar, formatting, and compliance with organizational requirements.
• Provide receptionist and telephone support; receive and distribute mail and packages; and support visitor pickup and escort as directed.
• Coordinate meetings, conferences, and webinars, including agendas, scheduling, room reservations, materials, and minutes.
• Maintain calendars and schedules and coordinate travel for the Division Director, including reservations, authorizations, advances, vouchers, and itineraries in E2 Travel.
• Process time-and-attendance actions in Castle and P6 Primavera.
• Prepare, track, and amend purchase requisitions in PRISM.
• Provide records management support, including filing, scanning, shredding, and safeguarding electronic and hard-copy records.
• Keep branch desk procedures up to date.
• Cover for teammates during absences and support other in-scope administrative tasks as directed by the TOCOR or Alternate TOCOR.

Benefits

• Health benefits
• Financial benefits
• Retirement benefits
• Paid leave
• Professional development
• Tuition assistance
• Work-life programs
• Award programs recognizing exceptional performance and superior demonstration of service standards

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed