Secretary III

US Federal Solutions-posted 6 days ago
Full-time • Mid Level
Boston, MA
11-50 employees
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US Federal Solutions is seeking an experienced Secretary III to provide executive level administrative support to the Federal Protective Service within the Department of Homeland Security. This role directly supports the FPS Regional Director and Deputy Regional Director and plays a key part in keeping the regional office operating efficiently and professionally. This position is well suited for a seasoned administrative professional who is comfortable working independently, managing sensitive information, and supporting senior federal leadership in a fast paced environment.

  • Screen incoming calls and visitors for the Regional Director and Deputy Regional Director, routing inquiries appropriately and personally handling many information requests.
  • Welcome and assist visiting agency officials, Central Office personnel, and other Regional Directors, including coordinating calls and providing on site administrative support.
  • Respond to inquiries by clarifying needs, researching information, and developing accurate responses based on knowledge of government operations and established procedures.
  • Coordinate with FPS divisions and other regional or headquarters offices to resolve inquiries and obtain supplemental information when needed.
  • Establish, maintain, and control records and correspondence files for all matters related to the RD and DRD offices.
  • Prepare, edit, and produce a wide range of documents including correspondence, reports, calendars, statistics, tables, mailing materials, and databases using Microsoft Office applications.
  • Maintain and update web based data systems by reviewing daily blotter reports and entering significant incidents and activities throughout the workday.
  • Interpret and validate data, seek clarification as needed, and enter inspections, technical reports, and other required documentation.
  • Maintain official federal employee personnel files, ensuring records are accurate, complete, and safeguarded in accordance with federal policies.
  • Prepare and submit travel authorizations and expense reports for the Regional Director, make travel and lodging arrangements, and manage itinerary changes using web based travel systems.
  • Consolidate and prepare briefing materials for the Regional Director in support of weekly and ad hoc meetings and conference calls.
  • Schedule, coordinate, and track use of regional conference rooms.
  • 3 Years demonstrated experience providing senior level administrative or executive support, preferably within a federal or government contracting environment.
  • Strong written and verbal communication skills with the ability to interact professionally with senior officials, staff, and external partners.
  • Proficiency with Microsoft Office applications and web based data systems.
  • Experience maintaining databases, records, and personnel files containing sensitive information.
  • Ability to work independently, manage multiple priorities, and exercise sound judgment.
  • Attention to detail and a high level of discretion.
  • US Citizenship.
  • Public Trust Preferred
  • DHS Suitability Preferred
  • Employer-provided paid Medical / Dental / Vision insurance.
  • Employer matching 401K plan.
  • PTO
  • 11 Federal Holidays
  • Additionally voluntary benefits to include Short / Long Term Disability, Term Life, and AD&D Insurance.
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