Administrative Assistant

Job Description

Job Description

USFS is an ISO 9001 management consulting firm with headquarters in the National Capital Region and offices and staff in 12 US states. USFS staff average 10+ years of professional experience, over 80 percent of our staff have bachelor’s degrees, and over half have advanced degrees in business and technology. USFS was founded in 2010 and provides financial management, acquisition management, program management, and data analytic support services to federal and state governments. US Federal Solutions, a leading management consulting firm, is seeking Acquisition Professionals to support the US Coast Guard.

Overview

The Administrative Assistant provides high-level administrative and clerical support to the Federal Protective Service (FPS) Region 9 District Commanders and Area Commanders. This position plays a central role in managing office operations, maintaining communication across FPS teams, and supporting the mission of protecting federal personnel and facilities. The ideal candidate is organized, detail-oriented, and able to handle multiple priorities in a fast-paced government environment.

Key Responsibilities

• Perform a full range of administrative and secretarial duties to support FPS District Commanders, including preparing correspondence, managing calendars, and maintaining personnel and operational files.
• Serve as the first point of contact for the office—greet visitors, answer and direct calls, and respond to emails and information requests from FPS personnel, customers, and the public in a professional and timely manner.
• Coordinate appointments, meetings, and teleconferences; prepare agendas, materials, and meeting minutes; and ensure meeting logistics are arranged.
• Manage office calendars for the District Commander and Area Commanders, prioritizing and routing matters appropriately.
• Maintain accurate records, reports, and filing systems—both electronic and hard copy—including timekeeping, personnel actions, and attendance tracking using systems such as GovTA.
• Support the preparation of budget reports and assist with data entry, documentation, and report generation across FPS databases and systems.
• Track and maintain security-related documentation, such as Facility Security Assessments (FSAs), Post Order tracking, Prohibited Items reports, and FPS notification lists.
• Maintain office supplies and inventory, coordinate vehicle mileage and maintenance reporting, and update equipment lists for FPS and partner agencies.
• Compile and submit recurring reports, spreadsheets, and updates, ensuring accuracy and timeliness.
• Assist with the preparation and submission of agency documentation related to security and contract guard services, ensuring compliance with FPS standards.
• Maintain access to and update FPS systems including LEIMS, PTS, and STORM databases; run routine reports and provide updates as required.
• Support operational and administrative initiatives, contributing to process improvements and overall mission readiness.

Requirements

Security Clearance :

Qualifications

Benefits