Office Support Specialist

ROLE

We are seeking an Office Support Specialist to support the U.S. Fish and Wildlife Service (FWS), Division of Management Authority (DMA), in Falls Church, VA. In this role, you will provide administrative, data entry, and customer support that ensures the timely processing of permits, accurate reporting, and effective coordination with agency staff.

This is a full‑time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

• Process permit applications to support timely review and customer service
• Enter application and permit data into ePermits accurately and on time
• Apply naming, coding, and data entry standards within ePermits
• Review hard copy applications for completeness and audit entries for accuracy
• Correct data entry errors using judgment and established procedures
• Update application status and tracking records in ePermits and related systems
• Use Convention on International Trade in Endangered Species (CITES) Trade Database to sort, enter & track trade data
• Support permit and trade data reporting by compiling and validating required information

• Receive, date stamp, scan, upload, photocopy, sort, and route incoming mail
• Route incoming payments/checks to the designated Government point of contact or supervisor per procedures
• Log mail accurately in Excel spreadsheets
• Maintain accurate paper and electronic records
• Digitize and file paper records into the appropriate system
• Draft and mail form letters as required
• Print and mail permits on security paper as directed
• Assist with archive file inventories, retention tracking, spreadsheet updates & disposal preparation
• Maintain and update the Big Cat Registration log to ensure documents are stored in the correct folders and file cabinets

• Organize, monitor, and track individual application workload
• Plan work independently, resolve problems, and carry out successive steps of assignments
• Meet strict deadlines while tracking large volumes of facts, figures, and paperwork
• Use systems to enter, track, manage, and compile data efficiently
• Apply automation software to support mail and data processing tasks
• Follow established administrative and clerical practices and procedures
• Process multiple forms and requests used in office support tasks
• Use Microsoft 365 applications for documentation and recordkeeping
• Respond to permit inquiries and answer incoming phone calls from applicants or the public
• Participate in system update trainings to remain knowledgeable of ePermits changes
• Take meeting notes and distribute summaries to stakeholders as directed

• Consult regularly with the Government‑staffed Team Leader on application processing
• Collaborate with others to complete work products and coordinate with involved parties
• Recommend solutions to the Team Leader or CITES Policy Specialist when challenges arise
• Demonstrate interpersonal skills and a professional demeanor in all interactions
• Respect team members, consider differing views, and support collective decisions
• Help maintain a cordial and positive office atmosphere

• Minimum 3 years in administrative/data entry roles performing tasks such as mail processing, data entry, quality control, scanning, filing, and customer service

• Must speak, read, and write English fluently
• Skill in resolving problems and dealing with people tactfully (phone, writing, in person)
• Skill in navigating and working in electronic systems
• Skill with Microsoft 365 (Word, Excel, PowerPoint, Outlook, One Drive, Teams)
• Skill in database entry, extraction, record keeping, tracking, and logs
• Ability to adhere to Privacy Act and records retention requirements
• Ability to learn and comply with ePermits procedures
• Ability to search records and guidelines
• Ability to maintain computer records, conduct searches, and print reports
• Ability to perform repetitive tasks and manage high‑volume workload
• Strong attention to detail and organizational skills

• High school diploma or equivalent…