Administrative Assistant

Administrative Assistant 
Full Time/ Onsite

Join a mission-focused organization providing advanced administrative coordination, and operational support to Regional leadership. This role serves as a key organizational hub for task managers, reporting, executive travel, FOIA coordination, and regional administrative oversight. This position requires a high level of discretion, judgement, and trust due to access to sensitive information.

KEY RESPONSIBILITIES:

Core Administrative & Office Support

• Independently perform administrative and clerical duties and resolve routine issues
• Screen and route calls, visitors, and correspondence; respond to procedural inquiries
• Prepare correspondence, reports, meeting minutes, and executive materials
• Maintain office files, manuals, records, and databases (electronic and paper)
• Attend meetings and track action items to completion

Data, Reporting & Records Management

• Maintain automated tracking systems for workloads, milestones, and program activities
• Collect, analyze, consolidate, and format data for standard and special reports
• Conduct database searches and special research requests
• Serve as records custodian, including inventory tracking and long-term storage

Executive & Leadership Support

• Maintain, monitor, and assign task requests via the CATT Task Management System
• Prepare and track executive travel plans and agendas for the RD and DRD using Concur
• Gather and compile data for leadership reports and coordinate submission of approved materials
• Coordinate and schedule meetings, briefings, and conferences at the direction of RD/DRD
• Maintain official regional files for documents signed by RD and DRD

FOIA & Compliance Support

• Serve as Regional FOIA Point of Contact, including intake, deadline tracking, coordination, and submission of properly formatted responses to Headquarters

Payroll, Travel & Operational Support

• Coordinate federal employee travel and provide Concur system support
• Serve as Payroll Point of Contact, including timecard review, data entry, audits, and reporting
• Serve as backup regional timekeeper and respond to payroll system inquiries

Program, Fleet & Security Support

• Serve as GSA Fleet POC (maintenance notifications, mileage tracking, discrepancy resolution)
• Support Protective Security Officer (PSO) program tracking training, certifications, and contracts
• Assist with contract tracking, funding documentation, cost estimates, and closeouts

Leadership & Oversight

• Serve as team lead for regional administrative contractor staff
• Provide guidance, coordination, and workload oversight to ensure consistent administrative support

 

EDUCATION AND EXPERIENCE:

Education: High School Diploma

Experience: Minimum two (2) years of secretarial or administrative experience with at least one (1) year experience gained through employment with a contractor supporting a DHS component.

 

SKILLS AND QUALIFICATIONS:

• Strong verbal and written communication skills
• Demonstrated ability to work independently, exercise judgment, and manage sensitive information
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience using office equipment (copiers, scanners, fax machines)
• Ability to manage databases, track multiple workflows, and meet deadlines
• Familiarity with federal systems such as WebTA, Concur, Sunflower, GSA fleet management, and security/guard service contract
• Demonstrated ability to handle highly sensitive and confidential information with discretion and professionalism
• Must be able to successfully pass a background investigation and obtain and maintain a DHS Public Trust clearance as a condition of employment.

Our benefits package includes medical, dental, vision, Long Term Disability, Life Insurance, Short Term Disability, paid time off, paid holidays, flexible spending account, health savings account, health advocates, employee assistance program, tuition assistance program, 401k Plan ,as well as a fun and enthusiastic work environment that promotes a work/life balance!