Administrative Support Assistant
About The Position
Summary: The Administrative Support Assistant provides comprehensive administrative, clerical, and program support to senior leadership within the Regional Office. This position supports Regional and Deputy Directors, Branch Chiefs, District Commanders, Program Managers, and Mission Support staff by coordinating office operations, managing communications, maintaining data systems, and supporting reporting, travel, financial tracking, and law enforcement program documentation. The role requires discretion, independent judgment, and the ability to manage multiple priorities in a fast-paced federal environment.
Requirements
- Strong knowledge of federal administrative procedures and office operations.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Access, Visio).
- Experience with automated systems such as WebTA, Concur, and data tracking databases.
- Ability to formulate, compile, and organize reports and official documentation.
- Skilled in data collection, validation, analysis, and report preparation.
- Strong written and verbal communication skills.
- Demonstrated ability to coordinate multiple projects simultaneously with minimal supervision.
- Strong problem-solving skills and ability to conduct independent research.
- Typing proficiency of at least 40 words per minute.
- Ability to handle sensitive information with discretion and professionalism.
- Minimum five (5) years of experience supporting senior federal leadership (GS-12/GS-13 equivalent).
- Minimum five (5) years of administrative experience in a professional office environment.
Nice To Haves
- Associate’s or Bachelor’s degree; preferred.
Responsibilities
- Provide executive-level administrative support to regional leadership.
- Manage calendars, schedule meetings, coordinate conference logistics, and prepare/distribute meeting minutes and action items.
- Serve as primary liaison for internal and external communications; respond to inquiries and route matters appropriately.
- Support timekeeping (WebTA), travel coordination (Concur), and expense reporting processes.
- Prepare draft travel authorizations and review vouchers for accuracy.
- Track funding allocations and prepare draft monthly expense and budget reports.
- Compile, verify, and submit recurring program reports and deliverables.
- Maintain automated tracking systems for program milestones, workload status, compliance metrics, and suspense items.
- Conduct data entry, data validation, system queries, and information retrieval from law enforcement and inspection databases.
- Assist in analysis of program data and preparation of standard reporting formats for management review.
- Coordinate IT service requests and track resolution of help desk tickets.
- Manage filing systems (electronic and hard copy) and maintain official regional records.
- Process priority mail and coordinate shipment of official documents and materials.
- Support dissemination and accountability of facility security assessments and countermeasure documentation.
- Provide administrative support to Mission Support Branch functions, including finance, property, acquisition, and human capital coordination.
- Perform research and draft routine correspondence, memoranda, and special reports.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
