Administrative Assistant II

Advanced Decision Vectors, LLC (ADV), established in 2009, provides superior program management, program support, strategic planning, and systems engineering to the Federal and Commercial sectors. Located in Alexandria, Virginia, ADV is a Small Disadvantaged Business (SDB) contractor that has roots established in the Department of Defense and support agencies. At ADV, our company values are Integrity, Distinction, Experience and Achievement.

About the Mission

The Federal Protective Service (FPS), part of DHS Management (MGMT), safeguards federal facilities, employees, and visitors. FPS mitigates threats from terrorism, crime, and natural or man-made disasters by delivering critical law enforcement and security services that protect the Government Facilities Sector.

Position Overview

ADV seeks an Administrative Assistant II in Phoenix, Arizona to provide comprehensive administrative and clerical support to the Federal Protective Service (FPS) Region 9. This position supports FPS leadership under the FPS Administrative Support Services contract, assisting with scheduling, correspondence, document and data management, and coordination of operational activities that advance FPS’s mission to protect federal facilities, infrastructure, and personnel. The role supports federal operations as part of a collaborative contract team and operates independently within established FPS procedures.

Key Responsibilities

• Provide comprehensive administrative and clerical support to FPS District and Area Commanders, including reception coverage, correspondence preparation, call and email routing (including FOIA document requests), and calendar management.
• Ensure effective communication and information flow between FPS leadership, regional staff, and field personnel.
• Schedule and coordinate meetings, teleconferences, and events; prepare agendas, materials, and minutes.
• Maintain office files and administrative records (personnel, attendance, budget, and correspondence).
• Assist with timekeeping functions in GovTA; run daily attendance reports and provide updates to management.
• Track and update data in FPS systems such as GovTA, LEIMS, STORM, and Post Tracking System (PTS), ensuring accuracy and timely reporting in accordance with FPS standards.
• Compile and maintain routine reports, spreadsheets, and database records to support operational and security programs.
• Maintain a Desk Reference Guide for position continuity and assist in tracking training files and certifications.
• Prepare and process incoming and outgoing mail, including express and courier shipments; create mailing labels and file related documentation.
• Assist with government vehicle logs, supply inventories, and procurement coordination.
• Maintain shared drives for Facility Security Assessments (FSA), post orders, and audit records.
• Maintain a monthly inventory of FPS and other agency-provided security equipment and systems within federal facilities.
• Enter Prohibited Items reports into LEIMS weekly.
• Track 3155 case control numbers issued from the FPS Mega Center, ensuring all reports are completed and filed.
• Consolidate bi-weekly and monthly Post Inspection spreadsheets; track Protective Security Officer (PSO) vendor audits for accuracy.
• Maintain Post Order tracking, Post Visits, and Covert Security Testing spreadsheets.
• Assist the Security Management Branch (SMB) and Protective Security Operations Officer (PSOO) with documentation for permanent, temporary, and emergency PSO services and security projects in accordance with FPS standard operating procedures.
• Maintain database of STORM taskings and provide timely updates as required.
• Ensure compliance with DHS/FPS privacy, information-security and document-control policies.
• Provide responsive customer service to internal staff, partner agencies, and the public.
• Perform other administrative and operational tasks as assigned in support of FPS mission objectives.

Qualifications and Education

Minimum Requirements

• High school diploma or equivalent.
• At least one (1) year of relevant administrative or office support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook); accurate typing and attention to detail.
• Must successfully complete a DHS HSPD-12 suitability/background investigation and obtain a PIV card.
• U.S. citizenship required.

Preferred

• Two (2) or more years of administrative or executive support experience, ideally in a federal or security-related environment.
• Familiarity with GovTA, LEIMS, PTS, or STORM systems (training provided).
• Strong organizational, communication, and problem-solving skills; ability to handle confidential information and work independently.

Compensation and Work Environment

• Full-time, 40 hours/week, Monday–Friday, on-site at: FPS Region 9 Phoenix District Office, 230 North First Avenue, Suite 403, Phoenix, AZ 85003.
• Standard 8-hour day with a 30-minute break. Core hours may adjust to FPS mission needs.
• Professional office environment: business-casual attire required.
• Occasional travel may be required; reimbursable by Federal Travel Regulations (FTR).
• This position is covered under the Service Contract Act (SCA) and adheres to applicable wage determinations for the Phoenix, AZ locality.

What We Offer:

Advanced Decision Vectors offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• 401(k) Retirement Plan with matching
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach

Join ADV and help advance the mission of the Federal Protective Service to safeguard America’s federal facilities, infrastructure, and personnel. Your work will directly support national security and public safety through excellence in administrative and operational support.

ADV is proud to be an Equal Opportunity Employer. We welcome and value differences that make us stronger.