Administrative Support Assistant

Company Overview:
Subsidium, Inc. is a global provider of engineering, systems integration, technical, and programmatic services to both Government and Commercial entities. Subsidium provides mission-critical services to Department of Defense (DoD) customers in CONUS, OCONUS, and forward-deployed environments. Our customers demand the innovative, flexible, and mission-focused approach that we deliver. Subsidium is dedicated to helping our customers overcome challenges through creative solutions, particularly the continuing and evolving challenges presented in the transformation of the U.S. military and in the global war on terror. Subsidium and its employees are committed to accomplishing the mission and achieving organizational excellence.
Salary: $73,940 - $78,940
Location:
Work to be performed at the Regional Office of the Department of Homeland Security (DHS) Federal Protective Service, at 180 Ted Turner Drive, SW - Atlanta, GA 30303.
Job Summary:
The Administrative Support Assistant provides independent, high-level administrative and clerical support to mission, program, and law enforcement personnel with minimal supervision. This position serves as a key liaison for office services and procedures, managing communications, calendars, meetings, travel coordination, and timekeeping functions. The assistant supports senior staff and management by preparing correspondence, reports, and meeting documentation; coordinating IT service requests; processing mail and records; and maintaining organized filing and automated data systems. The role also involves collecting, verifying, analyzing, and reporting program, budgetary, and operational data; supporting compliance and law enforcement data systems; assisting with special projects; and ensuring accurate, timely dissemination of information. Strong organizational skills, discretion, technical proficiency, and the ability to communicate effectively across all organizational levels are essential to supporting daily operations and regional mission requirements.
Responsibilities/Duties:

• Independently performs administrative and clerical support functions with minimal guidance and supervision.
• Serves as liaison to answer questions pertaining to office services and procedures.
• Monitors telephone calls; responds to routine questions; and routes callers to the appropriate staff member(s), as appropriate.
• Coordinates and maintains work calendars for senior staff and makes notifications of meetings, events and activities requiring their participation.
• Supports meetings/conference calls prepares and disseminates minutes and coordinates the completion of follow-up action items with appropriate staff members. Coordinates to ensure that key staff members are present at meetings, and brief the participants before meetings occur.
• Coordinates IT service requests /help desk tickets for new installation, repair, and maintenance of all IT equipment and follows up with the requestor of origin to verify work order completion.
• Performs administrative timekeeper support functions for Staff that is responsible for WebTA data input; data verification; auditing; payroll processing; coordination for timely submissions; records maintenance; and coordination of password resets, including validating timecards (with the approval of Task Manager or another FPS supervisor), updating profiles, providing reports as requested.
• Processes, sorts and delivers incoming and outgoing priority and express mail, to appropriate staff members. In addition, prepares packages for courier or express service pick-up.
• Assists in coordinating SES level travel approval through the Assistant Director for Field Operations; prepares draft Travel Authorizations; and reviews expense reports for accuracy prior to management approval.
• Prepares and collects data for the development of employee Performance Work Plans, Individual Development Plans; and Performance Evaluations.
• Coordinates and disseminates instructor requirements to include venue locations and training materials/aids. Establishes and maintains functional filing systems.
• Receives documentation to monitor and track fund allocations and expenditures. Prepares monthly draft expense reports.
• Performs and compiles basic analysis of data and generates a variety of reports to upper management. Verifies timely submission and compiles data for recurring reports and deliverables.
• Initiates special reports, composes routine correspondence, and compiles statistical and budget information, providing communication with all levels of NPPD personnel to gather and convey information.
• Welcomes guests and customers by greeting them in person or on the telephone, and answers or directs inquiries. Independently completes research.
• Conducts numerous automated system searches to collect information with minimal information and forward data to higher-level agents or specialists.
• Maintains contact with investigative personnel concerning oral requests and dispatch reports. Checks defined criteria and appropriate clearances of data files.
• Reviews case entries prior to processing for appropriate documentation, serial number, and approval by higher-level agents or specialists.
• Assists with analyzing information to ensure adherence to established requirements for entering data into the law enforcement computer system, and gather, assemble, and analyze facts to draw conclusions and devise solutions.
• Assists with establishing protocols for incoming data, organize computerized data sets, and retrieves computerized data.
• Assists with the planning, review, and reporting of data/statistical results of program or project studies.
• Maintains automated systems of program-specific data to track suspense on items, such as project milestones, progress reports, and etc.
• Exchanges and develops information, and assists with making recommendations about inconsistent data, such as proposing validation steps for entering and retrieving information from enforcement case files and program materials to boost the accuracy of program reports.
• Collects program information from technical specialists, entering it into a variety of electronic information systems, searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at an end product; and consolidating the information into standard reporting formats.
• Coordinates meetings within Branch or District, and the Region, including scheduling conference rooms and the conference line and sending out invites to all participants.
• Coordinates to ensure that staff members are present at meetings and brief the participants before meetings occur.
• Performs ESTT coordinator duties, keeping in communication with personnel throughout the region to ensure tasks are completed on time.
• Creates internal ESTT tasks for Branch or District,, compiling the data gathered from these tasks and creating reports. Performs miscellaneous duties associated with administrative support tasks.
• Coordinates the use of the Conference Rooms with FPS personnel and/or outside agencies/other stakeholders.
• As required by Task Manager, assists Law Enforcement and Security Program Manager in the dissemination of completed facility security assessment documents to include downloading of electronic documents; binding packages; shipping to the location of origin; and retaining accountability of released material.
• As required by the Task Manager, maintains a Regional record file system for the storage of original's prepared by Law Enforcement personnel and Protective Security Officers throughout the Region.
• As required by the Task Manager, collects information from Inspectors, technical specialists and program managers for input into a variety of electronic information systems; queries required data for transformation into standard reporting format for usage by program managers.
• As required by the Task Manager, utilizes existing directives, regulations, guidelines and handbooks to assist with the implementation of the National Security Countermeasures Program updates of existing requirements to ensure program compliance.
• As required by the Task Manager, posts the national countermeasures inventory list and missing 3155 Incident Reports to the Regional RMB SharePoint site for region-wide visibility.
• As required by the Task Manager, assists in maintaining a current and accurate inventory of security systems, magnetometers and X-ray machines throughout Region 4.
• As required by the Task Manager, assists in development of unfunded security countermeasure requirements which will be submitted to FPS Headquarters' Acquisition Review Board.
• As required by the Task Manager, maintains automated systems of program-specific data to track suspense's on items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, etc.: this data is forwarded to higher-level agents or specialists.
• Drafts special research requests for review.
• As required by the Task Manager, supports program data collection from technical specialists, entering data into a variety of electronic information systems, searching for related information, and retrieving all relevant data; extracting and reviewing a considerable volume of information to arrive at an end product; and consolidating the information into draft standard reporting formats.
• Supports the conduct of unique queries of considerable difficulty to extract data from a broad range of law enforcement, compliance, and/or inspection computer systems.
• Supports analysis of information to ensure adherence to established requirements for entering data into the law enforcement computer systems. Information is gathered, assembled, and analyzed in order to draw conclusions and devise recommended solutions.
• Supports establishment of protocols for incoming data, organizing computerized data sets, and retrieving computerized data.
• Supports planning, reviewing, and reporting of data/statistical results of program or project studies
• Maintains automated systems of program-specific data to track suspense on items such as project milestones, the status of programs and workloads, progress reports, funding accomplishments, compliance strategies, and other program related duties.
• Provides back-up for Executive Assistant.
• Collects program information from technical specialists, enters data into a variety of electronic information systems, searches for related information, and retrieves all relevant data; extracts and reviews large volumes of information to arrive at an end product; and consolidates the information into standard reporting formats.
• Conducts unique queries of considerable difficulty to extract data from a broad range of law enforcement, compliance, and/or inspection computer systems.
• Performs administrative and clerical support functions, rectifies problems, and serves as liaison to Mission Support staff in order to answer questions concerning office supply procurement and office service procedures.
• Answers phone calls and emails from within the region, responding to procedural questions with personal knowledge of programs (i.e. Concur, WebTA, SharePoint), and coordinates with the appropriate staff members to handle technical inquiries.
• Provides assistance to Mission Support Branch staff, including the financial management staff, CORs, Regional Property Officer, Regional VCO, Human Capital liaison, etc. Administrative duties include, but will not be limited to, drafting letters, filing, scanning and emailing documents to the appropriate regional or Headquarters staff, compiling/updating reports, etc.
• Assists the SIP and ABC coordinator with yearly reports, including gathering and compiling information for required reports.
• Acts as travel coordinator for Mission Support Branch Chief.
• Acts as office supply coordinator for Mission Support Branch.

Qualifications:

• Must possess practical knowledge of the organization, including the understanding of operational relationships between offices and organizational levels.
• Proficiency in Microsoft Office computer software applications, including Word, Excel, PowerPoint, SharePoint, Visio and Access.
• Must possess knowledge and skill in oral communication and interpersonal skills.
• Must possess knowledge and skill in written communication.
• Must possess the ability to coordinate varied administrative projects simultaneously
• Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.

Education/Certifications:

• An AA, BS or BA degree is highly preferred, or five (5) years of experience as an Administrative Assistant/Secretary assisting Administrators at/or equivalent to the GS-12 and GS-13 grade level will in lieu of the degree.

Benefits and Perks:

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

Subsidium, Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.