Lead Administrative Assistant - Alexandria

LaunchPointPEO • Alexandria, VA

1d • $41 - $42 • Onsite

About The Position

The Administrative Assistant (Lead) provides senior administrative leadership in support of FPS training and program operations. This role oversees contractor staff scheduling, workload assignments, attendance tracking, and coordination with the COR and Task Manager through regular reporting and performance support. The position manages key training administration functions, including classroom scheduling, student onboarding documentation, logistical support for instructors, and coordination of graduation events. Additional responsibilities include maintaining official records, safeguarding sensitive information, preparing correspondence and reports, and supporting meetings, policy development, and training program activities.

Requirements

• Experience in federal government, DHS, and/or FPS, budget, acquisition, purchase card programs, federal government pay, and travel regulations.
• Experience in federal government, DHS, and/or FPS, budget, acquisition, purchase card programs, federal government pay, and travel regulations.
• Shall ensure that all personnel assigned to support this effort possess proficient working knowledge of Microsoft Office 365 products, including but not limited to Microsoft TEAMS, Excel, Word, PowerPoint, and Outlook.
• Personnel must be capable of effectively utilizing these tools for communication, data analysis, document creation, and collaborative work in a hybrid or virtual environment.
• Personnel must have functional knowledge and be competent with contemporary office machines (i.e., copier, fax machine, scanner, etc.).
• Proficient in searching and obtaining documents from the Internet with the ability to conduct detailed research and analysis of technical and cost data.
• Effectively communicate orally and in writing to include Government style correspondence and reports at a senior level.
• Ability to work effectively with other managers, team members and support personnel.
• Ability to effectively manage several projects at one time and must be motivated and seek new assignments and follow through independently on assignments.
• Possess proficient organizational skills, ability to effectively communicate orally and in writing.
• Ability to work effectively independently and in groups.
• Ability to quickly acquire and grasp the policies, rules, regulations and directives of DHS/FPS.
• Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.
• Minimum of a bachelor’s degree from an accredited college or university, plus one (1) year of administrative experience performing similar tasks, or;
• Five (5) years of administrative experience performing similar tasks.

Responsibilities

• Prepares contractor staff duty/work schedules.
• Coordinates with Program Offices and delegates staff duty/work assignments.
• Has responsibility for ensuring contractor staff reports to work as required.
• Notifies assigned COR of scheduled and unscheduled contractor staff absences.
• Approves/Disapproves contractor staff leave requests.
• Works with assigned COR for approval on contractor staff travel requests.
• Communicates with the assigned COR regularly.
• Provides assigned COR with activity reports of the contractor staff.
• Provides assigned Task Manager with weekly activity reports of the contractor staff.
• Has full authority from the contractor to act on behalf of the contractor to address performance shortfalls as required.
• Prepares and updates, as required, “Job Books” detailing the Administrative Assistants' routine duties.
• Ensures that incoming contractors are trained to understand the agency and the programs to meet the daily needs of the customer.
• Assists with various overflow tasks when needed.
• Maintains office policies and procedures as needed.
• Oversees planning, implementation, and tracking of projects.
• Scheduling of classrooms at FLETC or Consolidated Training Operations Center Facilities.
• Arrange the shipment of class supplies to the student’s home station after successful graduation from FPS TPD and FLETC courses.
• Plans and executes graduation ceremonies, which include facility coordination, travel arrangements for guests, and the production of certificates of graduation.
• Provide guidance to students for the completion of student forms, ranging from student contact data forms to new hire onboarding student forms.
• Supports the program office with the verification and audit of student webform reports for accuracy and completeness.
• Edit all incoming and outgoing documents.
• Maintain confidentiality of information, including PII.
• Assist the Subject Matter Experts (SME) in the development of policy documents.
• Assists staff instructors and guest instructors with logistical support, classroom supplies, FLETC clearances, and travel arrangements.
• Provides support through FLETC Student Services for requesting student transcripts and FLETC course syllabi.
• Prepare classrooms for training programs to include classroom setup.
• Prepare correspondence, letters, and memos from hard copy, using form letters, and/or drafting content as requested.
• Prepare, edit, and assemble reports required for meetings and presentations.
• Coordinates meetings and conferences.
• Gathers appropriate information, prepares agendas, and reports summarizing items discussed during these meetings.
• Follow up on action items to ensure that the Division Directors/Chiefs/Managers are fully briefed on issues of concern.
• Prepare and distribute meeting agendas, meeting minutes, and provide timely and comprehensive communication between involved parties.
• Work effectively with other branches and divisions within the organization to accomplish tasks.
• Provide assistance, as needed, with special projects.
• Obtain necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed.
• Research, verify, and compile information to provide full subject coverage.
• Assist with the revision and preparation of training materials.
• Confers with senior managers and operating offices regarding incoming inquiries, establishing deadlines, compiling information, and preparing resulting correspondence for the signature of the FPS TPD Chiefs, or their designee.
• Manage and compile Workman’s Comp Files for students and staff.
• Correspond with Regional personnel and Regional Training Program Managers (RTPMs) to retrieve data for reports, retrieve roster data, and registration information.
• Work within various Learning Management Systems or other software systems for consistent oversight and management of training-related activities owned by FPS, FLETC, and/or other agencies.
• Organizing, maintaining, and filing official records (Class and student records) via the FPS Learning Management System.
• Maintains and manages all the Program Office’s electronic files following TPD’s established business rules and procedures.
• Establish and maintain electronic purchase card folders, documentation, and correspondence in support of the TPD Purchase Card program.
• Establish, maintain, and monitor a variety of records and statistical data regarding the administrative services provided by the division.
• Other ad hoc assignments, as determined.

Benefits

• Medical / Vision and Dental Plans
• Holiday and Personal Time Off Pay
• 401K
• Life Insurance
• Education and Training Assistance Program (discussed during the onboarding process)
• Incentive Plans and Referral Bonuses
• Employee Assistance Programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level