Employee Service Specialist

Guidehouse•Huntsville, AL

1d•Onsite

About The Position

The Employee Service Specialist will provide comprehensive administrative and operational support to senior leadership and organizational staff. They will manage office operations, coordinate logistics, maintain records, and ensure all administrative processes follow established policies and procedures.

Requirements

An ACTIVE and MAINTAINED "TOP SECRET" Federal or DoD security clearance
High school diploma or equivalency
ONE (1) or more years of general office experience

Nice To Haves

Bachelor's degree
Experience operating standard office equipment, to include telephones, copiers, scanners, computers, printers, and shredder
Experience with government systems (e.g., DTS, timekeeping systems)
Familiarity with security, records, or personnel procedures in a federal environment
Knowledge and/or experience using Microsoft Office Suite, specifically Power Point, Excel, and Word.

Responsibilities

Manage and maintain the office manager’s calendar, schedule appointments, and coordinate meetings based on priorities and availability.
Prepare, edit, and review correspondence, reports, briefings, and presentations for accuracy, clarity, tone, and formatting consistency.
Respond to administrative inquiries and taskers within required deadlines, track progress, and document final outcomes.
Screen calls and visitors, manage incoming communications, and route inquiries to appropriate personnel.
Plan and coordinate meetings, conferences, and special events, including logistics, accommodations, and attendee requirements.
Arrange conference rooms, video teleconferencing (VTC), and meeting materials such as signage, registration areas, nameplates, and table tents.
Distribute read-ahead materials and ensure participants are informed of schedules and requirements.
Coordinate visitor requests, parking, and other event-related logistics.
Prepare travel orders, coordinate travel and lodging arrangements, and develop detailed itineraries.
Maintain conference room schedules and ensure effective use of shared spaces for meetings and events.
Maintain and update office databases, including personnel records, organizational charts, training, travel, and budget tracking.
Serve as the records manager by organizing, maintaining, and archiving official documents and files.
Manage administrative documentation, including leave requests, telework applications, and work schedules, ensuring accurate entry into timekeeping systems.
Organize and maintain electronic files and materials using shared drives, databases, and SharePoint platforms.
Prepare and process administrative actions such as training requests, travel vouchers, conference approvals, and personnel documentation.
Compile and submit complete personnel action packages for civilians, contractors, and other staff.
Ensure all documentation complies with applicable policies, procedures, and approval requirements.
Prepare property accountability documentation, including requisitions and turn-ins.
Operate and maintain office equipment such as copiers, scanners, printers, and shredders; coordinate repairs as needed.
Follow standard operating procedures (SOPs) and internal operating procedures (IOPs) related to administrative operations, security, and safety.
Participate in Integrated Product Teams (IPTs) and working groups to improve administrative processes and procedures.
Identify opportunities to enhance efficiency, organization, and workflow across administrative functions.

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Position may be eligible for a discretionary variable incentive bonus
Parental Leave and Adoption Assistance
401(k) Retirement Plan
Basic Life & Supplemental Life
Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
Short-Term & Long-Term Disability
Student Loan PayDown
Tuition Reimbursement, Personal Development & Learning Opportunities
Skills Development & Certifications
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Emergency Back-Up Childcare Program
Mobility Stipend