Administrative Support Specialist (Mail & File Management)

KMRG, LLC•Arlington, VA

3d•$20 - $24•Onsite

About The Position

We are seeking an Administrative Support Specialist (Mail & File Management) to support the U.S. Trade and Development Agency (USTDA) in Arlington, VA. In this role, you will provide mail, file, and general office support that ensures timely distribution of correspondence, accurate recordkeeping, and well-organized work areas across the agency. This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Requirements

1-3 years of experience in a professional office environment as a support assistant or receptionist, or equivalent position
Experience collecting, sorting, and distributing incoming mail
Experience managing calendars, scheduling meetings, appointments, and greeting high-level guests
Experience creating and distributing correspondence, reports, and other documents
Experience providing general office support (e.g., various administrative tasks, data entry, filing, and customer service)
Experience with upkeep and setting up of all conference and training rooms
Ability to maintain records of receipt, mailing dates, and other required information
Ability to ensure appropriate mailing and/or shipping of packages, letters, etc.
Ability to manage multiple tasks and prioritize effectively
Ability to manage the receptionist area
Effective written and verbal communication skills for interacting with various individuals
Proficiency in office software and equipment
Physical ability to move a large number of files and/or file boxes
U.S. citizenship is required as it supports the U.S. federal government
Active or ability to obtain and maintain a secret security clearance

Nice To Haves

Higher education preferred

Responsibilities

Review, process, and log all incoming unclassified mail and packages; verify attachments
Contact originators or staff regarding discrepancies in incoming materials
Distribute mail, packages, faxes, and electronic documents per USTDA Correspondence Guidelines
Check agency general email accounts daily; route messages to appropriate staff or offices
Pick up outgoing mail and express delivery pouches; deliver to post office and off-site locations
Prepare packages for commercial delivery vendors as required
Maintain correspondence logs, tracking receipts, mailing dates, and distribution
Organize and stock the agency mailroom and eight copier/work areas with paper, letterhead, pens, and other supplies
Notify the Office of Administration when supplies are low or when the mailroom/copier equipment requires service
Maintain filing systems (electronic and paper); log, track, and retrieve correspondence and records
Support records retention and disposal schedules in accordance with NARA standards
Provide general office support including data entry, document preparation, and customer service
Assist with conference/training room setup, basic meeting support, and occasional receptionist coverage