Administrative Support Specialist

One Federal Solution•San Mateo, CA

About The Position

One Federal Solution (OFS) is seeking an Administrative Support Specialist to provide administrative and technical support to managers, supervisors, and leadership. The role includes assisting with budget preparation, civilian employee in- and out-processing, personnel and task tracking, correspondence, meetings, training conferences, recruitment activities, and events. The specialist also supports leadership schedules, office vehicles, inventory, and administrative materials. An active Secret clearance is required.

Requirements

High school diploma or equivalent.
Two years of relevant administrative and technical support experience.
Active Secret clearance.
Strong oral and written communication skills and a good command of English.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Strong organizational skills and ability to prioritize and manage multiple tasks.
Excellent attention to detail and ability to handle confidential information.

Nice To Haves

Experience with budget preparation and travel-related reports.
Experience in event planning and coordination.
Familiarity with applicant tracking systems.
Knowledge of government or defense-related processes and procedures.

Responsibilities

Assist the HR Manager, supervisors, and leadership with civilian employee in- and out-processing.
Support preparation of budget reports.
Take notes and provide administrative support for conferences and meetings.
Prepare read-ahead materials and coordinate meeting and training conference logistics, including space, technical support, supplies, and transportation.
Issue and manage building badges, identification badges, and keys for assigned personnel.
Track hiring-event selections and monitor or enter information in agency task-management systems and spreadsheets for internal and external suspense actions.
Track workload, facility assignments, student activities, instructor assignments, and related tasks.
Research and order office supplies and basic materials.
Manage and organize correspondence for assigned components.
Support the vehicle officer in maintaining office vehicles and drive government vehicles when required.
Maintain and update leadership travel and leave schedules.
Answer phone messages and forward them to relevant parties.
Update and submit briefing slides for release approval when applicable.
Organize and schedule regular Microsoft Teams meetings for leadership and staff.
Track and manage BI inventory, including equipment and vehicles.
Update recruitment calendars, including the external website.
Format and update the Recruitment and Retention Plan as needed.
Upload resumes from career fairs and email to the applicant tracking system, handling volumes of 5 to 300 resumes depending on the event.
Draft and send communications to candidates and applicants.
Coordinate with event planners for the Summer Intern Recognition ceremony.
Manage updates to the Director Awards webpage, create deliberation requirements, and order plaques and trophies.
Work with the Public Affairs Office to plan the Director Awards Annual Ceremony.
Schedule and support Executive Review Panels for Defense Intelligence Senior Executive Service and Defense Intelligence Senior Level vacancies.
Review HCMO Policies for grammatical accuracy before preparing them for the Director's signature.