Administrative Assistant
Atlanta, GA
Full Time
Administrative
Experienced
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).
Key Responsibilities
Administrative and Clerical Support
Cetechs is seeking a Administrative Support Assistant to provide full-time administrative and secretarial support to Region 4 of the Federal Protective Service (FPS).
Key Responsibilities
Administrative and Clerical Support
- 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.
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