Administrative Assistant - Alexandria

LaunchPointPEO • Alexandria, VA

1d • $39 - $40 • Onsite

About The Position

The Administrative Assistant provides administrative and logistical support to FPS Training and Professional Development programs, including classroom scheduling at FLETC, supply coordination, and shipment of training materials. This role assists with student onboarding by verifying required forms, maintaining accurate records, and supporting instructors and leadership with travel arrangements, clearances, and classroom setup. The position also prepares and edits correspondence, reports, and presentation materials, coordinates meetings and action-item follow-up, and supports training documentation and learning management system activities to ensure efficient program operations.

Requirements

• Bachelor’s degree.
• Ensures that all personnel assigned to support this effort possess proficient working knowledge of Microsoft Office 365 products, including but not limited to Microsoft TEAMS, Excel, Word, PowerPoint, and Outlook.
• Personnel must be capable of effectively utilizing these tools for communication, data analysis, document creation, and collaborative work in a hybrid or virtual environment.
• Personnel must have functional knowledge and competence with contemporary office machines (i.e., copier, fax machine, scanner, etc.).
• Proficient in searching and obtaining documents from the Internet with the ability to conduct detailed research and analysis of technical and cost data.
• Effectively communicate orally and in writing to include Government style correspondence and reports at a senior level.
• Ability to work effectively with other managers, team members, and support personnel.
• Ability to effectively manage several projects at one time, and must be motivated and seek new assignments and follow through independently on assignments.
• Possess proficient organizational skills, ability to effectively communicate orally and in writing, ability to work effectively independently and in groups, and ability to quickly acquire and grasp the policies, rules, regulations, and directives of DHS/FPS.
• Must be a U.S. citizen and able to obtain and maintain a DHS suitability determination and HSPD-12 PIV card.
• Minimum of an associate’s degree from an accredited college or university and (2) years of experience performing similar administrative tasks or;
• Four (4) years of performing similar administrative tasks.

Nice To Haves

• Experience in federal government budget, acquisition, purchase card programs, federal government pay, and travel regulations and systems are desired.

Responsibilities

• Assist in the preparation of presentation materials.
• Order of office and student supplies and scheduling of classrooms and other FLETC facilities.
• Arrange the shipment of class supplies to the student’s home station after successful graduation from FPS TPD and FLETC courses.
• Plan and execute graduation ceremonies, which include facility coordination, travel arrangements for guests, and the production of certificates of graduation.
• Provides guidance to students for the completion of online forms ranging from contact data forms to new hire onboarding webforms.
• Completes verification and audit of student forms for accuracy and completeness prior to submittal to other FPS offices.
• Edit all incoming and outgoing documents.
• Maintain confidentiality of information.
• Assist the Subject Matter Experts (SME) in the development of policy documents.
• Assists staff instructors, guest instructors, and students with logistical support, classroom supplies, FLETC clearances, and travel arrangements.
• Provide support through FLETC Student Services for requesting student transcripts and FLETC course syllabi.
• Prepare classrooms for training programs to include classroom setup.
• Prepare correspondence, letters, and memos from hard copy, using form letters, and/or drafting content as requested.
• Prepare, edit, and assemble reports required for meetings and presentations.
• Supports the lead with coordination of meetings and conferences.
• Gathers appropriate information, prepares agendas, and reports summarizing items discussed during these meetings.
• Follow up on action items to ensure that the Chiefs/Managers are fully briefed on issues of concern.
• Supports the lead with preparing and distributing meeting agendas and meeting minutes, providing timely and comprehensive communication between involved parties.
• Work effectively with other branches and divisions within the organization to accomplish tasks.
• Provide assistance, as needed, with special projects.
• Obtain necessary information from appropriate source(s) to complete assigned tasks and share information with others as needed.
• Research, verify, and compile information for special projects to provide full subject coverage.
• Assist with the revision and preparation of training materials.
• Develop and edit regularly scheduled draft status reports, as requested by TPD.
• Confers with senior managers and operating offices regarding incoming inquiries, establishing deadlines, compiling information, and preparing resulting correspondence for signature of the FPS TPD Division Directors, Chiefs, or their designee.
• Supports the program office to ensure consistent correspondence with regional personnel and Regional Training Program Managers (RTPMs) for accuracy of data in the learning management system.
• Work within various Learning Management Systems or other software systems for the tracking, registering, and managing training or other training-related activities owned by FPS, FLETC, and/or other agencies.
• Organizing, maintaining, and filing official records (Class and student records) via the FPS Training Management IT system.
• Maintain all the division’s files following a logical system so that others are able to file and easily retrieve documents.
• Establish and maintain purchase card folders and correspondence in support of the TPD Purchase Card program.
• Establish, maintain, and monitor a variety of records and statistical data regarding the administrative services provided by the division.
• Other ad hoc assignments, as determined.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level