Administrative Assistant

Administrative Assistant

Cetechs is seeking a Administrative Support Assistant to provide full-time administrative and secretarial support to Region 4 of the Federal Protective Service (FPS).

• Perform diverse clerical and administrative duties independently with minimal supervision.
• Serve as a liaison for office services and procedures; answer routine questions and direct inquiries to the appropriate staff.
• Manage incoming and outgoing mail, prepare courier packages, and process priority correspondence.
• Maintain filing systems, both physical and electronic, ensuring document accuracy and organization.
• Provide back-up support to the Executive Assistant and Mission Support Branch.

• Coordinate calendars, meetings, and conference calls for senior staff.
• Prepare and distribute meeting minutes and follow up on assigned action items.
• Schedule conference rooms, video calls, and facilities for internal and external meetings.
• Ensure key participants are briefed prior to meetings and events.
• Coordinate travel authorizations, itinerary approvals, and expense report reviews for management and senior staff.

• Conduct data collection, verification, and entry in multiple electronic information systems.
• Track and report on program milestones, funding, and project progress using automated systems.
• Compile statistical, budget, and performance data; generate reports for senior management.
• Perform automated searches and validate information in law enforcement, inspection, or compliance computer systems.
• Support FPS Law Enforcement and Security Program Managers in maintaining security system inventories, reports, and countermeasure documentation.

• Provide administrative timekeeper services using WebTA, including data verification, payroll processing, audit coordination, and record maintenance.
• Assist with fund tracking and expense reporting; prepare monthly draft financial summaries.
• Monitor fund allocations, verify accounting documentation, and support budget report compilation.

• Compose routine correspondence, draft reports, and prepare presentations, tables, and charts.
• Communicate effectively with staff, management, vendors, and external partners.
• Support the creation and maintenance of employee performance work plans, development plans, and annual evaluations.
• Ensure confidentiality in handling personnel and law enforcement materials.

• Submit and track IT service/maintenance tickets; validate request completion.
• Maintain and reconcile regional databases, SharePoint sites, and other internal tracking systems.
• Support regional task management systems (e.g., ESTT), compiling input data to create summary reports.

• Preferred Education:
  
  Associate (AA), Bachelor (BS/BA), or equivalent degree.
• Equivalent
  
  Experience:
  
  Five (5) years’ experience providing administrative support at or equivalent to the GS-12 or GS-13 level may substitute for degree requirements.
• Minimum five (5) years of administrative or secretarial experience demonstrating knowledge of office operations, procedures, and inter-office communication structures.
• Working knowledge of DHS or similar federal organization structure is desired.

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, Access, and Visio.
• Proficiency with database management and document tracking systems.
• Accurate typing speed of at least 40 words per minute.
• Excellent written, verbal, and interpersonal communication skills.
• Strong documentation, organizational, and multitasking abilities.
• Experience preparing, compiling, and organizing reports or briefings.
• Ability to coordinate multiple administrative projects simultaneously and manage sensitive tasks with discretion.
• Strong problem-solving skills and ability to conduct independent research.